Facilities Assistant- Global Law Firm

A globally recognized Am Law 50 firm is seeking a highly motivated Facilities Assistant to join its dynamic Office Services team. Known for its collaborative culture, operational excellence, and commitment to delivering exceptional client service, the firm offers a sophisticated and fast-paced environment where employees are valued as integral contributors to the success of the business.

This is an exciting opportunity for a polished and service-oriented professional who enjoys being at the center of office operations and takes pride in creating a seamless workplace experience. The Facilities Assistant will support a broad range of functions, including facilities coordination, purchasing, conference services, reception support, and office operations.

The ideal candidate is proactive, detail-oriented, and thrives in a professional environment where responsiveness, discretion, and exceptional service are highly valued.

Key Responsibilities

Facilities & Office Operations

• Serve as a primary point of contact for facilities and office service requests
• Coordinate closely with building management, engineering teams, and security personnel to ensure smooth day-to-day operations
• Assist with office moves, workspace setups, and departmental relocations
• Manage office supply inventory and purchasing processes
• Process facilities-related invoices and vendor coordination
• Oversee conference room readiness, including meeting setup and presentation support
• Issue and track office keys and building access cards

Maintenance & Inventory Management

• Maintain accurate records for equipment, keys, and access credentials
• Troubleshoot office equipment issues and coordinate repairs with external vendors
• Conduct routine office walkthroughs to ensure the workspace reflects the firm’s high professional standards
• Perform minor maintenance and repair tasks, including furniture, carpeting, doors, cabinets, and window treatments
• Coordinate janitorial services, carpet cleaning, and building maintenance requests

Administrative & Client Support

• Prepare departmental correspondence and maintain facilities documentation
• Provide backup support for reception services, including greeting visitors and answering phones
• Coordinate catering requests and assist with hospitality setup for meetings and events
• Help create a welcoming, polished, and client-ready office environment at all times

Qualifications

• Bachelor’s degree preferred, or equivalent professional experience
• Previous experience in facilities, office operations, hospitality, or administrative support preferred
• Proficiency in Microsoft Office Suite required
• Typing speed of 45 WPM preferred
• Strong verbal and written communication skills

The Ideal Candidate Will Bring

• A strong client service mindset with a commitment to professionalism and responsiveness
• Excellent organizational and multitasking abilities
• close attention to detail and accountability
• Sound judgment and problem-solving skills
• The ability to work independently while collaborating effectively with a broader team
• Flexibility and adaptability in a fast-paced professional environment
• Ability to lift up to 50 pounds and work overtime as needed

Why Join?

This role offers the opportunity to join a respected organization with a strong reputation for excellence, professionalism, and teamwork. Employees enjoy working in a collaborative environment where operational support is highly valued and where exceptional service truly makes an impact.