Administrative and Facilities Coordinator

1 month ago

Palo Alto, United States Stanford University Full time

Administrative and Facilities Coordinator

Reporting to the Deputy General Counsel and Managing Attorney, the Administrative and Facilities Coordinator will provide administrative and operational support with limited supervision. The ideal candidate will thrive in a fast-paced, dynamic environment and being part of a collaborative team. They must have excellent communication skills, enjoy working with a wide variety of people, and have strong organization skills, and the ability to multi-task and prioritize quickly and professionally in response to requests. Core Duties: Oversee and process a variety of complex financial transactions and reconciliations (e.g., law firm and vendor payments; office reimbursements; p-card and t-card verifications and iJournals); research, identify, and resolve discrepancies. Serve as administrator of legal office systems such as matter management and time-keeping systems (e.g., open and update matters; compile information from various systems to create reports). Answer queries (from attorneys, clients and outside law firms) related to topics such as outside counsel spending totals, client reports and expense and payment status. Serve as point of contact for office facilities and maintenance issues. This includes but is not limited to initiating work requests and monitoring completing; coordinating and monitoring maintenance services completion (trash, utilities, custodial, alarms, pest control, inspections, shredding, carpet cleaning, office systems); serving as department property administrator. Provide updates, alerts and notifications to office and help onboard new employees with respect to office and building matters. Conduct inventory, order and restock all office supplies. Plan and coordinate office set-ups, moves and/or renovation projects. Assist with event coordination (office and client meetings, OGC retreat, etc.), including booking rooms, arranging with vendors for services, obtaining food and supplies, administering logistics, and managing event within budget. Other duties, responsibilities and special projects as needed. Education & Experience High school diploma and four years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions. Work Standards Interpersonal Skills: Demonstrates the ability to work well with colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Physical Requirements* Frequently stand/walk, seated, performs desk-based computer tasks. Occasionally twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds. Rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts. *Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

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