Facilities and Office Operations Coordinator

July 29, 2021

Offices

The Facilities and Office Operations Coordinator (the “Coordinator”) will support the Office Administrator on all facilities and office service matters in our Washington, D.C. office. The Coordinator will be responsible for maintaining a clean, secure, and efficient working environment and serve as the initial point of contact with local building management, operational vendors and key internal stakeholders.

Responsibilities

  • Coordinate with building engineers and outside vendors on ad hoc maintenance requests.
  • Maintain preventative maintenance schedules and vendor relationships.
  • First-level response and troubleshooting of onsite facilities related issues.
  • Process facilities invoices into finance software.
  • Coordinate with onsite managed service provider on back office operations; such as copy, scan, mail, document production, and office supply procurement.
  • Provide oversight and support for the coordination, set-up and breakdown of internal meetings and events.
  • Ensure kitchenette is cleaned and stocked.
  • Work with receptionist to ensure catering requests are met and comply with the firm’s financial guidelines.
  • Manage visitor office and conference room scheduling.
  • Research and Identify mail addressed to the firm or to former employees.
  • Prepare workspace and access for new hires and clean out workspace and remove access for all departing employees.
  • Assist in the execution of space management changes; such as office moves, new furniture installation, build-outs, and decommissioning.
  • Track and assign file cabinet space.
  • Maintain accurate records of office furniture and non-IT related firm assets e.g. chairs, lamps, etc.
  • In coordination with IT, maintain office security.
  • Other duties and responsibilities as assigned.

Requirements

  • Associates degree required
  • 2-3 years prior work experience in legal or financial or other professional services
  • Excellent written communication skills
  • Strong attention to detail
  • Demonstrated ability to prioritize work and consistently meet deadlines
  • Commitment to client service

Miscellaneous:

  • Ability to lift and carry 15 lbs
  • Ability to open and close drawers overhead and low to the ground
  • Ability to use mild cleansers and detergents

How to Apply

Please click here to apply now.

At Foley Hoag, we welcome, develop, and celebrate talented and diverse individuals in an innovative, mutually respectful, and intellectually rigorous community, and bring unique perspectives to collaborative teams that deliver exceptional advice and craft bespoke legal solutions for our clients and our world. Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws. We value each person for their talents, expertise, experience, and perspective.