Facilities Coordinator

1 month ago

Atlanta, United States Hall Booth Smith, P.C Full time

Purpose of the Job:To establish and maintain effective communication channels and support operations within the firm, ensuring smooth coordination between employees, clients, and vendors while managing office spaces and resources efficiently.Key Responsibilities:Establish and supervise communication channels between employees, clients, and vendors, including meeting scheduling.Suggest implementation strategies for feedback based on budgetary priorities and needs.Track expenses for the Operations Department and plan upcoming purchases based on scheduled firm activities.Assist with vendor payment reconciliation and purchases.Maintain Atlanta office spaces and ensure all service requests are completed satisfactorily.Manage inventory and track shipments based on team and office needs.Serve as the main point of contact for setting up company events or carrying out new department projects.Assist with setup for new hires, including furniture, supplies, and coordination of IT office setups.Coordinate office openings, build-outs, relocations, and related construction projects.Serve as liaison for Atlanta property management for inspections, fire drills, security, and other premises matters.Maintain office assignments and floor plans for all offices, and coordinate issuance of associated access resources.Obtain Certificates of Insurance (COI), Certificates of Occupancy, and other permits for vendors.Required Qualifications:EducationHigh School Diploma or equivalent required; Bachelor's degree preferred.ExperiencePrevious experience in a legal environment or firm is preferred.SkillsProficiency with Microsoft Office 365, particularly Word, PowerPoint, Excel, Outlook, OneDrive, Teams, and SharePoint.Demonstrated spelling, diction, and grammatical skills required for a professional services firm.General familiarity and comfort working with architectural building designs, including CAD drawings.Strong organizational abilities to allow for timely, effective, and accurate performance of job duties and reprioritization as needs continuously shift.Ability to demonstrate impeccable integrity in confidential matters.Excellent interpersonal skills necessary to communicate with a diverse group of attorneys, staff, clients, and vendors to provide or obtain information with courtesy and tact.Physical capability to sit, bend, stoop, continuously use hands for typing, telephone contact, and lift up to 25 pounds.Physical Requirements:Ability to sit, bend, stoop, and continuously use hands for typing and telephone contact.Ability to lift up to 25 pounds.Performance MeasuresGoalsEffective management of communication channels and office resources.Timely and accurate completion of tasks and projects.CompetenciesDemonstrated proficiency with Microsoft Office 365 applications.Ability to handle confidential matters with integrity.Strong organizational and interpersonal skills.Working Conditions:Primarily office-based with occasional travel to different office locations for coordination and project management.Regular interaction with a diverse group of attorneys, staff, clients, and vendors.

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