Facilities Coordinator

Haynes and Boone, LLP; New York (NY); On-site; USD 68,000 - 75,000; Full time

Job summary

Haynes & Boone, LLP in New York seeks a Facilities Coordinator to support all facets of office facilities, maintenance, and services, ensuring a safe and professional workplace. Responsibilities include inspections, minor repairs, vendor coordination, equipment care, room setup, and mail/document handling.

The role requires 2+ years of related experience, a high school diploma, and proficiency with Microsoft Office.

Qualifications

• High school diploma or equivalent.
• Two years of related facilities experience preferred.
• Working knowledge of copy room services, inventory control, and maintenance procedures.

Responsibilities

• Conduct daily inspections to identify maintenance, safety, and operational issues.
• Coordinate minor leasehold improvements and repairs under supervision.
• Coordinate service calls and vendor access for office equipment and appliances.
• Perform minor furniture repairs and maintain office supplies inventory.
• Monitor conference room schedules and prepare meeting spaces.
• Assist with onboarding and workspace preparation for new staff.
• Process outgoing mail and manage document production requests.
• Replace light bulbs and maintain copiers/printers, including toner resupply.
• Train staff on proper use of office equipment and ensure timely task completion.

Skills

Maintenance coordination

Office equipment repair

Inventory control

Microsoft Office

Communication skills

Time management

Prioritization

Problem solving

Education

High school diploma

Tools

Copiers and printers

Hand tools

Job description

The Facilities Coordinator is a non-exempt position responsible for supporting all aspects of office facilities, maintenance, and office services to ensure a safe, efficient, and professional workplace environment.

Essential Duties

• Conduct daily inspections throughout the office to identify maintenance, safety, and operational issues.
• Coordinate minor leasehold improvements and repairs under the direction of the Office Administrator or Facilities Manager.
• Coordinate service calls, vendor access, and scheduled maintenance for office equipment and appliances, including:
• Heating, Ventilation, and Air Conditioning systems Ice machines Dishwashers Refrigerators Other small office appliances
• Perform minor furniture and office chair repairs.
• Monitor conference room schedules and prepare meeting rooms as directed by the Office Administrator.
• Assist with preparing offices and workspaces for new employees and ensure guest offices are clean, stocked, and ready for use.
• Assist with document production requests and ensure all requests are completed accurately and within established deadlines.
• Replace light bulbs in areas that are not maintained by the building property management team.
• Conduct inventory of office supplies and maintain appropriate inventory levels through timely ordering and stocking.
• Maintain clean, organized, and functional office support areas.
• Other Duties
• Train new and existing employees on the proper use of office equipment.
• Monitor the collection, processing, and distribution of incoming and outgoing mail.
• Maintain office copiers and printers by replenishing paper, replacing toner cartridges, and coordinating service when necessary.
• Process outgoing mail and prepare Federal Express shipping labels.
• Performs other related duties as needed or assigned.

Reporting Relationship

The Facilities Coordinator reports directly to the Office Administrator.

Subordinate Staff

N/A

Qualifications Knowledge/Experience

At least two years of related experience is preferred. The Facilities Coordinator must have a working knowledge of copy room services and facilities. Also, this employee must be knowledgeable in inventory control, maintenance procedures, and the use of hand tools.

Skills

The Facilities Coordinator should possess the ability to perform minor repairs on appliances and office equipment. Also, this employee must be able to coordinate maintenance and repair activities on office space and major equipment items. Must be able to handle a multitude of tasks unsupervised in a timely manner. Must possess good verbal and written communication skills, with ability to receive and respond to work assignments in both formats. The Facilities and Office Services Coordinator must be proficient with Microsoft Office Applications, detailed oriented, and a self-starter. The ability to work with many different types of personalities at all levels of the organization is a must. A sense of “urgency” is of utmost importance. Must be flexible and able to accurately prioritize workload and adapt to change quickly. Strong organizational skills and prioritization skills are required.

Education

The Facilities Coordinator position requires a high school diploma; two years’ related experience is preferred.

Physical Demands

Must be able to move around the office up to 70% of the time to make copies, maintain printers, distribute mail, etc. This position sets up, operates, and troubleshoots computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis. Must be able to move documents, files, boxes of copy paper, furniture, and other items weighing up to 50 lbs. This position requires constant communication and exchange of information with the Office Administrator/Supervisor, Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 30% of the time.

Working Conditions

Office environment. Occasional overtime may be required.

Salary Range

Salary Range: The expected salary range for this position is $68,000.00-$75,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Located at the iconic 30 Rockefeller Plaza, our New York Office serves clients in banking and finance, real estate, technology, aviation, and energy and renewables and facilitates cross-border work across Asia, Latin America, and other global markets. Our energetic team of lawyers are widely recognized in their practice areas by Chambers USA (Chambers and Partners), New York Super Lawyers (Thomson Reuters), Benchmark Litigation (2021), and the 2021 edition of The Best Lawyers in America directory published by Woodward/White, Inc. Our New York team holds itself to the highest standards and believes in a culture of hard work, teamwork and inclusivity. We also believe in giving back to the local community, with lawyers serving in leadership roles with many local civic organizations. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. Haynes Boone is among the fastest-growing firms in the Am Law 100, providing full-service counsel across sectors, including corporate, energy, financial services, real estate, restructuring, litigation, intellectual property and specialty transactions. The firm represents companies at all stages – many in the Fortune 500 and S&P 500 and hundreds that are well-funded, exchange-listed, privately held and/or in emerging-growth mode. More than 700 lawyers practice across 19 global offices in California, Colorado, Illinois, New York, North Carolina, Texas, Virginia, Washington, D.C., London, Mexico City and Shanghai.

Our Vision of Success: Excellence in inclusion and engagement is a Haynes and Boone core value. We recruit the best and the brightest and seek to attract, retain, and promote individuals who reflect the global marketplace, our clients, and the communities we serve. We strive to create an environment in which each individual at every level has the opportunity to succeed professionally, regardless of age, disability, ethnicity, gender, gender identity and expression, national origin, parental status, race, religion, sexual orientation, and/or socio-economic experiences. We recognize that our commitment to inclusion and engagement enhances our other core values of commitment to client service and a teamwork culture.

Our Culture and Values: Our actions and decisions are driven by our culture and core values: A client-first focus that demands superior service Teamwork Accountability Mutual respect and trust Civility and humility Inclusion and engagement Highest ethical standards Planning for the firm's long-term best interests The greater good of the firm over the individual Sound financial management Long-term stability Community and civic engagement

Our Brand: A unique culture and work environment An exceptional law firm to work for and to be from Leaders in energy, technology, financial services, and private equity Understands and delivers value solutions Works cooperatively with non-legal service providers to deliver integrated solutions A community leader and influencer Commitment to wellness for attorneys and staff