Facilities & Office Services Assistant

Kelley Drye & Warren LLP; New York (NY); On-site; USD 55,000 - 65,000; Full time

Job summary

Kelley Drye & Warren LLP is seeking a Facilities & Office Services Assistant to support the Facilities Department in our New York office. This role provides administrative, operational, and office services support, including invoicing, COIs, vendor coordination, and conference services coverage.

The position requires in-person presence five days a week in New York. The ideal candidate balances multiple responsibilities, collaborates with the Facilities team, and delivers excellent internal

Qualifications

• High school diploma or equivalent; associate degree in Business Administration, Hospitality, Facilities Management, or related field preferred.
• One to three years of experience in facilities, office services, administrative support, reception, or hospitality roles.
• Experience in a law firm or professional services environment is a plus.
• Experience supporting office operations, coordinating vendors, processing invoices and payment requests, maintaining records, managing inventory, or supporting conference services preferred.
• Strong organizational, time management, and multitasking skills.
• Excellent customer service, interpersonal, verbal, and written communication skills.
• Ability to work independently while contributing effectively in a team-oriented environment.

Responsibilities

• Provide day-to-day administrative support to the Facilities Coordinator, Facilities Supervisor, and Director of Facilities.
• Answer and direct incoming telephone calls, responding to routine inquiries and service requests.
• Maintain departmental files, records, and documentation, ensuring accuracy and organization.
• Prepare correspondence, reports, presentations, and other administrative materials as needed.
• Update and maintain spreadsheets, tracking logs, databases, and departmental records.
• Coordinate and process weekly orders for office fruit and milk deliveries.
• Assist with scheduling meetings, maintaining calendars, and coordinating departmental activities.
• Process and track facilities-related invoices and payment requests.
• Maintain accurate records of invoices, purchase orders, and vendor documentation.
• Monitor payment status and assist with resolving invoice discrepancies.
• Update departmental tracking spreadsheets and expenditure logs.
• Support vendor communications related to invoicing and payment requests.
• Assist with coordination of daily facilities requests, work orders, and service calls.
• Support departmental projects, office moves, and special assignments as needed.
• Manage and track Certificates of Insurance (COIs), including monitoring expiration dates and obtaining updated documentation.
• Assist with inventory management for facility supplies, including restroom products, laundry supplies, and hospitality inventory.
• Support the Facilities Coordinator with maintaining organized inventory records and replenishment schedules.
• Provide backup reception coverage as needed, including greeting visitors and answering incoming calls.
• Assist with conference room setup, meeting support, and hospitality services.
• Coordinate catering requests and meeting-related arrangements.
• Help maintain conference rooms, kitchens, and common areas to ensure a professional and welcoming environment.
• Support special events and firm functions as assigned.

Skills

Customer service

Communication

Organization

Time management

Multitasking

Problem-solving

Education

High school diploma or equivalent

Associate degree in Business Administration / Hospitality / Facilities Management or related field

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

Kelley Drye & Warren LLP, a powerhouse law firm with the heart of a boutique, is seeking a Facilities & Office Services Assistant to join our dynamic team.

The Facilities & Office Services Assistant provides administrative, operational, and office services support to the Facilities Department and works closely with the Facilities Coordinator, Facilities Supervisor, and Director of Facilities. This position serves as a key member of the team, supporting the day-to-day operations of the department through administrative assistance, facilities and operational support, reception coverage, and conference services coordination. The role plays an integral part in ensuring the office operates efficiently while delivering exceptional internal customer service and maintaining a professional, welcoming environment for attorneys, staff, clients, and visitors.

The position is responsible for managing billing and invoicing processes, maintaining department records and databases, administering Certificates of Insurance (COIs), answering department phone lines, coordinating office services functions, and assisting with facilities-related projects and initiatives. Additionally, the Facilities Assistant & Office Services Assistant provides backup coverage for reception and conference services to help ensure a seamless and professional experience for attorneys, employees, clients, and visitors.

The ideal candidate is highly organized, customer-service focused, and able to balance multiple responsibilities while supporting the operational needs of a busy law firm environment. This role requires a collaborative team player who can provide administrative support, facilities and operations support, and reception and conference services coverage as business needs dictate.

This role is required to be in person 5 days a week in our New York Office.

Key Responsibilities

• Provide day-to-day administrative support to the Facilities Coordinator, Facilities Supervisor, and Director of Facilities.
• Answer and direct incoming telephone calls, responding to routine inquiries and service requests.
• Maintain departmental files, records, and documentation, ensuring accuracy and organization.
• Prepare correspondence, reports, presentations, and other administrative materials as needed.
• Update and maintain spreadsheets, tracking logs, databases, and departmental records.
• Coordinate and process weekly orders for office fruit and milk deliveries.
• Assist with scheduling meetings, maintaining calendars, and coordinating departmental activities.
• Process and track facilities-related invoices and payment requests.
• Maintain accurate records of invoices, purchase orders, and vendor documentation.
• Monitor payment status and assist with resolving invoice discrepancies.
• Update departmental tracking spreadsheets and expenditure logs.
• Support vendor communications related to invoicing and payment requests.

Facilities Operations Support

• Assist with the coordination of daily facilities requests, work orders, and service calls.
• Support departmental projects, office moves, and special assignments as needed.
• Manage and track Certificates of Insurance (COIs), including monitoring expiration dates and obtaining updated documentation.
• Assist with inventory management for facility supplies, including restroom products, laundry supplies, and hospitality inventory.
• Support the Facilities Coordinator with maintaining organized inventory records and replenishment schedules.

Reception & Conference Services Support

• Provide backup reception coverage as needed, including greeting visitors and answering incoming calls.
• Assist with conference room setup, meeting support, and hospitality services.
• Coordinate catering requests and meeting-related arrangements.
• Help maintain conference rooms, kitchens, and common areas to ensure a professional and welcoming environment.
• Support special events and firm functions as assigned.

Qualifications and Experience

• High school diploma or equivalent required; associate degree in Business Administration, Hospitality, Facilities Management, or a related field preferred.
• One to three years of experience in facilities, office services, administrative support, reception, hospitality, customer service, or a related role preferred.
• Experience in a law firm, professional services, or corporate office environment is a plus.
• Experience supporting office operations, coordinating vendors, processing invoices and payment requests, maintaining records, managing inventory, or supporting conference services preferred.
• Strong organizational, time management, and multitasking skills with the ability to prioritize competing responsibilities.
• Excellent customer service, interpersonal, verbal, and written communication skills.
• Strong attention to detail, accuracy, and follow-through.
• Ability to work independently while contributing effectively in a team-oriented environment.
• Demonstrated problem-solving skills and sound judgment, with the ability to handle confidential information professionally.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn and adapt to new software applications, databases, and office systems.
• Experience with Certificates of Insurance (COIs), vendor management, inventory tracking, conference services, or facilities-related documentation is a plus.

Physical Requirements

• Ability to move throughout the office, conference center, kitchen, storage areas, and other facility spaces on a regular basis.
• Ability to stand and walk for extended periods while performing office services, conference services, hospitality, and facilities-related duties.
• Ability to lift, carry, move, and transport office supplies, catering items, packages, boxes, and equipment weighing up to 25 pounds on a regular basis and occasionally up to 35 pounds with assistance.
• Ability to bend, stoop, kneel, reach, push, pull, and climb step stools or ladders when retrieving, stocking, or organizing supplies and materials.

The salary range displayed is specifically for those potential hires who will work or reside in New York City or Washington DC if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant’s skills and prior relevant experience, certain degrees, and certifications (e.g., JD/technology) for example. New York City Salary Range: Low: $55,000 High: $65,000

Kelley Drye & Warren LLP is an Equal Opportunity Employer (EOE).