Office Facilities Assistant

As Office Facilities Assistant, you will support the overall office facilities and services needs of the attorneys and staff of the law firm. Under the direction of the Office Facilities Manager, you will have the responsibility to provide assistance with various aspects of office operations, including facility maintenance, purchasing, records management, and event support.

Responsibilities:

General facility maintenance and support:

  • Cleaning and tidying of common areas, such as conference rooms, kitchen, and breakroom, as well as individual offices and work areas upon request.
  • Ensuring that conference rooms are tidy and set up with necessary materials and resources prior to meeting start times on a daily basis.
  • Communicating with any necessary facilities matters, such as janitorial or carpet cleaning needs with Office Facilities Manager and appropriate vendors.
  • Cleaning and preparing new hire workstations prior to start date, including stocking with basic office supplies and nameplates.
  • Assisting with the execution of workstation/office moves and changes as needed.
  • Maintaining organization of office supply stock areas, such as file room and storage cabinets, and managing stock inventory of office and kitchen supplies.
  • Communicating and coordinating with building management regarding office facility matters, including general maintenance, janitorial, HVAC, building access, tenant improvements, etc.
  • Coordinating vendor delivery and service calls.

Event and meeting preparation and support:

  • Assisting with event and meeting setup and breakdown.
  • Running any necessary errands associated with event preparation.
  • Ensuring that the necessary stock inventory and materials are available prior to event or meeting start.
  • Coordinating with outside vendors for deliveries and pickups associated with events and meetings.
  • Assistance with coordinating fulfillment of all approved catering requests for firm meetings and functions.
  • Prompt responsiveness to staff requests for stock inventory needs and requests.
  • Consistent communication with Office Facilities Manager with any special stock needs from staff.
  • Receiving and responding to office facilities and services requests from attorneys and staff.

Records and resource management:

  • Assistance with managing on-site and off-site records storage, including physical and electronic, as primary file clerk.
  • Prompt retrieval of file requests received from attorneys and staff.
  • Ongoing execution of the closed file purge project per the Firm’s Information Governance Policy.
  • Maintaining organization of the firm library and related resources.

Knowledge, Skills, and Abilities Desired:

  • High school diploma or equivalent
  • Ability to effectively communicate in English, both verbally and in writing
  • Proven proficiency with Microsoft Office Suite (beginner level)
  • Ability to type a minimum of 40 wpm
  • Strong organizational skills
  • Team player mentality and attitude
  • Ability to adapt and “think on your feet”
  • Flexibility with work hours depending on the firm schedule of events
  • Ability to lift up to 50 lbs.

 

Please Click to Apply

Shape919.250.2000 Shapemail@smithdebnamlaw.com noun_20940@smithdebnamlaw