Office Services & Facilities Coordinator

Job Description

Job Description

Smith Anderson is a well-established and dynamic mid-size law firm providing top-tier legal services to clients across a range of industries. We value a collaborative, innovative, and inclusive culture where our people are empowered to grow professionally and make meaningful contributions every day.

We are seeking an Office Services and Facilities Coordinator to support the operation of our office and help create a safe, welcoming, and productive workplace. This role coordinates office services, facilities operations, vendor relationships, building access and security systems, office moves, space planning and records management.

The ideal candidate is a highly organized, detail-oriented professional with strong communication and customer service skills. Success in this role requires sound judgment, attention to detail, and a proactive approach.

Primary Responsibilities:

• Oversee coordination and scheduling of facilities maintenance, office services, and receptionist functions to ensure the Firm’s needs are serviced appropriately.
• Work with internal clients, outside vendors, and contractors to ensure facilities are operational; monitor and manage service standards and ensure resources are utilized to achieve business objectives efficiently.
• Responsible for assigning and tracking building access cards and parking transponders for all employees.
• Maintain attendance reports.
• Program and maintain alarm systems.
• Recommend providers and oversee contracts for outside services, including copy machines, security, furniture, document storage, document shredding, and building maintenance.
• Review and approve related invoices for payment or resolve disputed charges as necessary for various vendor invoices.
• Plan and coordinate employee, office, and equipment moves.
• Coordinate space planning for future hires with various departments.
• Support records management initiatives, including, but not limited to, the following:
  • Oversee day-to-day file destruction operations, ensuring the project remains on track and applicable policies and procedures are followed.
  • Maintain a master database to identify Firm “destroyed” files.
  • Maintain a master database to identify current records stored at an off-site facility.
  • Maintain a master database to identify and control items placed in the Firm safe.
• Perform other duties as assigned, including, but not limited to, the following:
  • Maintain current Fire Marshal, AED, and CPR training, as applicable.
  • Update Maptician.
  • Maintain the notary list.
  • Maintain parking validation software.
  • Maintain Prizm and Genea applications for building tickets and HVAC.
  • Maintain the artwork collection.

Qualifications:

• 5+ years of experience in a professional business environment.
• Must be service- and safety-oriented, with good knowledge of law firm office support practices.
• Must be able to manage contractors, plan and manage moves, and understand budget preparation and budget management.
• Must have the ability to analyze, respond to, and resolve a variety of facility, service, and space issues.
• Effective verbal, presentation, and listening skills when communicating with internal clients, including lawyers and business professionals, and vendors regarding issues.
• Must be able to maintain confidentiality and work on a need-to-know basis.
• Highly proficient in Microsoft Office.

Education:

• Bachelor’s degree in business or equivalent related work experience.

Smith Anderson is an equal opportunity employer committed to creating and maintaining a diverse work force. It is the policy of this Firm to recruit, hire, train, develop, promote, and compensate employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, genetic information, disability or covered veteran status.