Legal Office Coordinator

Administrator, Facilities

 Position Profile

Responsible for assisting in the daily management of assigned facility. The Facility Coordinator will monitor vendors for performance adherence, ensure safety and security policies, perform weekly facility inspection tours, and supervise projects, office moves, and other company events as required. The Facility Coordinator will work independently at times with various business units to maintain an acceptable work environment that meets occupants' expectations and operational requirements.

• Supports facility in maintaining daily operational functions.
• Maintains daily routine functions including work orders, contractor monitoring, inspections, resolving facility-related issues, and lending support as required to other business groups.
• Interacts with both contracted vendors, facility management, and occupants.
• Works independently and supervises projects, company events, and facility-related program launches.

• Conducts weekly/monthly facility tours and inspections to identify potential issues and ensure all mechanical systems are functioning properly. Reports malfunctions and assists in scheduling repairs as required.
• Maintains compliance codes and provides input for monthly reports.
• Maintains facility recycling programs, shredding operations, and copier paper distribution.
• Performs light maintenance duties such as light bulb replacement, minor plumbing repairs, painting, carpet repairs, and maintaining the key management system.
• Works with business units in assessing seating and layout needs.
• Coordinates and schedules project/office reconfiguration moves. Interfaces with IT, Telecom, Contractors, Building Inspectors, Various Trades, Business Unit Management, and other related project services such as Custodial and Packing Crates Providers.
• Assists and supports build-out projects.

• Performs weekly/monthly safety inspections and assists vendors with fire tests.
• Assists in 911 emergency calls.
• Reports all safety issues and arranges corrective actions.

• Assists in maintaining environmental policies.
• Maintains recycling programs.
• Supports annual audits and inspections.

• Interfaces with contracted vendors to ensure service levels are maintained and policies adhered to. Coordinates schedules, service calls, and validates work order completions for invoice payment approvals by the Facility Manager.
• Monitors contractor performance, addresses quality/workmanship issues, and reports concerns.

• Tracks, maintains, and orders consumable items including coffee supplies, office supplies, janitorial supplies, replacement bulbs, and other facility-related items. Documents delivery of items, monitors backorders, and validates invoices for payment approvals by management.
• Assists Facility Manager in monitoring, tracking, and conducting physical asset inventories and disposition of assets.
• Maintains furniture in good state of repair per office standards.
• Performs all other duties as required.

• High School Diploma or equivalent required.
• Valid Driver’s License required.
• Minimum 2–3 years building services-related experience.
• Technical understanding of mechanical systems.
• Trade school desirable.

• Excellent organizational and communication skills.
• Ability to work with a wide variety of internal and external groups.
• PC literate.
• Basic office skills including creating reports, filling out forms, and tracking invoices/work orders.

• Office environment with adequate lighting and ventilation, normal range of temperature and noise levels.
• Work assignments vary and may include work in warehouses (forklift) or outside work.
• Some physical effort required.
• Assignments may require ability to perform light repair duties such as plumbing, painting, furniture assembly, and light bulb replacements.
• Work is mostly sedentary but does require walking, standing, bending, reaching, lifting, or carrying objects typically weighing less than 80 lbs.
• Assignments may include working beyond normal hours and weekend work when required.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.