Facilities Coordinator

Paul Hastings; New York (NY); On-site; USD 56,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Prepaid Legal Insurance

Paid Holidays

PTO Program

Job summary

Paul Hastings is a leading international law firm seeking a Facilities Coordinator to support facilities operations in the New York office.

The role coordinates resources, manages work orders, and collaborates with the Events and Administrative teams to ensure smooth office functions and successful events. A minimum of 2 years in facilities or administrative support is required, with strong communication skills and proficiency in Office software.

Qualifications

• 2+ years of administrative, operations or facilities support experience.
• 2 years of corporate or professional services environment experience.
• Excellent verbal and written communication skills.

Responsibilities

• Support and perform facilities and daily operations tasks.
• Coordinate office moves and maintenance with vendors and building staff.
• Administer databases and work order systems (ServiceNow, Angus, EMS, MyKastle).
• Coordinate events logistics with Meetings & Events, Guest Services and Admin Manager.

Skills

MS Word

MS Outlook

MS Excel

MS PowerPoint

Office equipment

Vendor communications

Project coordination

Office systems

Education

High school diploma

Associates degree

Bachelor’s degree

Tools

ServiceNow

Angus

EMS

MyKastle

Job description

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world's top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Job Title

Facilities Coordinator

Location

New York

Regular/Temporary

Regular

Job Description Summary

We have an opening for a Facilities Coordinator.

The Facilities Coordinator coordinates resources and provides support for facilities and operations tasks and projects for an office or offices. Coordinates with office services vendors and property management. Coordinates programs for the maximum utilization of services and equipment by performing the duties described herein personally or through collaboration with Facilities Manager team members.

Job Description

In this capacity, the Facilities Coordinator will:

• Support, coordinate and/or perform a variety of tasks and functions related to the office facilities and daily operations of an office;
• Provide administrative support to the Business Operations department, including inventory tracking, expense and invoice processing, and other duties as assigned;
• Coordinate office moves, furniture relocations, clean-up efforts, painting, and general maintenance of office space; coordinate with building janitorial, security and engineering as necessary;
• Administer the databases for the following programs for compliance with deliverables throughout assigned offices: ServiceNow*, Angus*, Office Space, EMS, MyKastle, CloudGate, Seamless;
• Maintain PH (ServiceNow) and building’s (Angus) work order systems; distribute work orders, and completed work order and preventive maintenance routines;
• Coordinate office maintenance programs, participate in construction projects, purchasing, and vendor management;
• Coordinate facility operations in support of office-wide events in the New York office, serving as the key liaison between Facilities and the Events team to streamline event planning and execution;
• Partner with the Meetings & Events Manager, Guest Services Manager, and Administrative Manager on the facilities-related logistics of office-wide events in the New York office;
• Serve as the facilities point of contact among Events, Hospitality/Catering, Reception/Concierge, and Property Management to ensure space, vendor, and building-access logistics are aligned for events;
• Assist other staff members in the implementation and organization of internal moves. May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required;
• Maintain office seating assignments and various tracking charts relating to space, personnel, and work orders;
• Active member, office emergency response team;
• Support management with special projects relating to space planning and facilities operations;
• Support any department or office-specific programs as assigned; and
• Work overtime as required.

Proficiencies

• Advanced proficiency in rules of English grammar, spelling and punctuation;
• Ability to organize work and self-manage tasks, coordinate the activities of others with appropriate oversight;
• Fundamental to Advanced proficiency in MS Word, and document editing/comparison applications;
• Advanced proficiency in MS Outlook and web-based conference call/web-sharing applications;
• Advanced proficiency in utilization of building systems and applications;
• Advanced proficiency in utilization of firm security system including data entry, reporting, maintenance, management, vendor communications and audits;
• Fundamental proficiency in MS Excel and spreadsheet/database applications;
• Fundamental proficiency in MS PowerPoint and presentation applications; and
• Advanced proficiency in the operation of office equipment, such as copiers, scanners, etc.

Qualifications

• High school diploma (required); Associates degree; Bachelor’s degree (preferred);
• At least 2 years of administrative, operations or facilities support experience (required);
• At least 2 year of experience in a corporate or professional services environment (required); and
• Exceptional verbal and written communication skills.

The salary wage range for New York that we expect to pay for this position is a minimum of $56,000 and a maximum of $70,000 annually. The actual pay wage may vary based on experience or other relevant factors.

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

Eligible employees can participate in the Firm’s comprehensive benefits program, which include the following:

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability
• Flexible Spending Accounts and Health Savings Account
• Healthcare Concierge and Advocacy
• Lifestyle Spending Account
• Voluntary 401(k) Plan and Profit Sharing
• 10 Paid Holidays per year and a generous PTO Program
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)
• Retirement Plan Consulting
• Anniversary Bonus Program
• Professional Development Programs
• Transportation and Commuter Benefits
• International Travel Insurance
• Critical Illness, Hospital Indemnity and Accident Insurance
• Auto/Home/Pet Insurance
• Prepaid Legal Insurance
• Employee Discounts
• And More!

The Firm fosters an open and inclusive work environment that enables us to provide clients with the innovative thinking of teams rich in talent, experience and creativity. We regularly host programs intended to increase cultural competencies and address key topics related to community, opportunity and inclusion. Learn more about our Global Inclusion initiatives here: Global Inclusion

Paul Hastings is an equal opportunity employer. Pursuant to applicable local law, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the relevant fair chance ordinance.