Facilities and Services Coordinator

2 weeks ago

Seattle, Washington, United States Buchanan Legal Professional Services Full time

Buchanan Legal Professional Services is in search of an Office Operations Manager to oversee the daily functions of our office environment, including facilities management, office services, and reception/catering operations. This position requires a collaborative approach with the Office Administrator and various teams to ensure compliance with our established standards and protocols.

Key Responsibilities:

  • Manage the mailroom and copy center to guarantee the effective processing of mail, packages, and printing tasks.
  • Lead the Reception and Catering team to provide outstanding service to clients and staff.
  • Train and mentor team members on office policies and procedures.
  • Coordinate team workflows and projects to enhance operational efficiency.
  • Provide support for reception, catering, and office services as required.
  • Deliver continuous feedback and development opportunities for team growth.
  • Communicate organizational goals and assist in their implementation.
  • Encourage a cooperative team atmosphere and promote collaboration across the firm.
  • Oversee timecards, PTO requests, and ensure adequate staffing coverage.
  • Work with the Office Administrator to revise policies and procedures as necessary.
  • Assist the Pro Bono team with document management, shipping, proofreading, and basic technical assistance.
  • Collect feedback to enhance services and suggest innovative procedural improvements.
  • Establish departmental objectives and provide weekly updates to the Office Administrator.
  • Research and assess potential service providers.
  • Manage vendor relationships and evaluate service quality for the Office Administrator.
  • Ensure vendor insurance documentation is up-to-date and process invoices accordingly.
  • Collaborate with the Office Administrator on property management, repairs, and firm-wide initiatives.
  • Address building and facilities-related matters, including access management, maintenance, onboarding new employees, and office relocations.
  • Engage in the office's Emergency Response Team activities.
  • Provide technical support for end-user hardware and software as escalated from the Service Desk.
  • Coordinate with the AV team for in-office audiovisual and video conferencing support.
  • Act as a point of escalation within the IT department for facilities-related tools and processes.

Qualifications:

  • Minimum of 3 years of experience in an office services or facilities management role within the legal or professional services sector.
  • Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and capable of operating copy and print equipment.
  • Bachelor's degree is preferred.
  • Strong analytical, problem-solving, and communication abilities.
  • Ability to maintain confidentiality and manage sensitive information with discretion.
  • Detail-oriented with sound judgment in decision-making.
  • Exhibit flexibility, professionalism, and the capacity to train, develop, and guide a team.

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