Facilities Coordinator

Hanson Bridgett LLP; San Francisco (CA); On-site; USD 45,000 - 52,000; Full time

Benefits offered by this job

Competitive compensation

Benefits package

Job summary

Hanson Bridgett LLP in San Francisco seeks a Facilities Coordinator who serves as the main contact for facility requests and keeps the office clean and fully operational. You will coordinate with building management, vendors, and IT on conference room and AV setups.

This role includes reception coverage, onboarding/offboarding support, office moves, supplies management, safety duties, and maintaining records and intranet pages. In-office attendance is an essential function of this position.

Qualifications

• Excellent interpersonal and writing skills with a focus on client service.
• Reliable, flexible, and collaborative; able to work with attorneys and staff.
• Strong organizational skills and ability to multitask under pressure.
• Detail-oriented with initiative and accuracy.
• Ability to learn new software and train others.

Responsibilities

• Serve as the main point of contact for facility requests and communications.
• Provide reception and office support during business hours.
• Handle mail, deliveries, and courier coordination.
• Maintain office supplies and keep common areas clean and functional.
• Coordinate maintenance and moves with building management and vendors.
• Assist with onboarding/offboarding and new hire preparation.
• Plan office events and set up IT for conferences and AV.
• Support IT with copy kits and printers and equipment setup.
• Maintain safety, badge access, and emergency supplies.
• Maintain facility records, vendor contacts, and invoices.
• Enter timesheets and assist with expense reports.
• Update the SF office intranet page and provide backup for SRV coordinator.

Skills

Interpersonal skills

Communication

Multitasking

Attention to detail

MS Office

AV systems

Overtime flexibility

Problem solving

Tools

Acrobat

Job description

The Facilities Coordinator reports to the Director of Office Operations and is the main point of contact for the San Francisco office, with backup coverage for the San Rafael Facilities Coordinator. This role keeps the office clean and fully operational; coordinates with outside vendors and building management on office moves, furniture, and building improvements; and works closely with IT on conference room and audio/visual set-ups. In-office attendance each day is an essential function of this role.

ESSENTIAL FUNCTIONS

• Serve as the main point of contact for facility-related requests and issues, and maintain consistent communication with the Director of Office Operations.
• Provide reception and office support coverage during business hours: answer phones, greet clients, visitors, and employees, and maintain the lobby directory and building access security list.
• Handle copy/scan requests, prepare and distribute mail and shipments, and coordinate deliveries and courier services.
• Maintain and order office supplies and kitchen inventory; keep common areas clean, organized, and fully functional.
• Coordinate maintenance, repairs, installations, and cleaning with building management and outside vendors.
• Assist with office moves, workspace setups, and employee onboarding/offboarding, including preparing offices for new hires and checking new hire documents on the first day.
• Plan and implement office engagement and client events, and set up conference rooms with IT.
• Assist IT in maintaining copy machines and printers and setting up new office equipment.
• Support office safety and security, including badge access, visitor coordination, emergency supplies and equipment, and emergency preparedness.
• Work with the vendor on off-site storage transfers.
• Maintain facility records, vendor contacts, and service schedules; review and code vendor invoices.
• Prepare and enter timesheets and complete expense reports when requested.
• Update and maintain the San Francisco office intranet page.
• Provide backup coverage for the San Rafael Facilities Coordinator during vacations, absences, and other leave.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent interpersonal, communication, and writing skills, with a commitment to exceptional internal and external customer service to clients, lawyers (in-house and outside counsel), and staff.
• Reliable, flexible, and collaborative; able to work with attorneys and paralegals with a variety of working styles and to thrive on helping others complete projects as a team.
• Strong organizational skills, with the ability to multitask, prioritize, and work under pressure in a fast-paced environment.
• High level of attention to detail and accuracy; takes initiative.
• Ability to learn new software and implement training with the team.
• Resourceful, solutions-oriented problem solver with a cheerful, can-do attitude.
• Flexible to work overtime.
• Proficient in MS Office and Acrobat, with general knowledge of AV systems and office equipment.

COMPENSATION

Hanson Bridgett offers a competitive compensation and benefits package. The hourly rate for this California-based role is anticipated to be in the area of $33.33 - $38.46 and represents the firm’s good faith and reasonable estimate of possible compensation at the time of posting. Actual compensation is negotiable and will depend upon several factors, including but not limited to the candidate’s years of experience, qualifications, and skill set.