Facilities & Office Services Coordinator

KELLEY DRYE & WARREN LLP; World Trade Center (NY); Hybrid; 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. The role balances administrative tasks with facilities and operations support, reception and conference services, and vendor coordination to ensure a professional, seamless experience for attorneys, staff, clients, and visitors.

The ideal candidate is highly organized, customer-service oriented, and able to manage multiple responsibilities while maintaining

Qualifications

• High school diploma or equivalent required; associate degree in a related field preferred.
• 1–3 years of facilities/office services, admin support, reception, hospitality, or related experience preferred.
• Experience in a law firm, professional services, or corporate office environment is a plus.
• Strong organizational, time management and multitasking skills with the ability to prioritize.
• Excellent customer service, interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office Suite and ability to learn new software.

Responsibilities

• Provide day-to-day administrative support to the Facilities Coordinator, Facilities Supervisor, and Director of Facilities.
• Answer and direct incoming calls, respond to routine inquiries and service requests.
• Maintain departmental files, records, and documentation with accuracy.
• Prepare correspondence, reports, presentations, and other admin materials as needed.
• Update and maintain spreadsheets, tracking logs, databases, and records.
• Coordinate and process weekly orders for office fruit and milk deliveries.
• Assist with scheduling meetings, calendars, and departmental activities.
• Process and track facilities-related invoices and payment requests, maintain records.
• Monitor payment status and resolve invoice discrepancies.
• Update departmental tracking spreadsheets and expenditure logs.
• Support vendor communications related to invoicing and payment requests.
• Coordinate daily facilities requests, work orders and service calls.
• Support office moves, projects, and special assignments.
• Manage COIs, monitor expiration dates, obtain updated documentation.
• Assist with inventory management for facility supplies and hospitality inventory.
• Provide backup reception coverage and assist with conference services and catering.

Skills

Organizational skills

Time management

Multitasking

Customer service

Verbal and written communication

Education

High school diploma or equivalent

Associate degree (preferred)

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

Kelley Drye & Warren LLP is seeking a Facilities & Office Services Assistant to support the Facilities Department in our New York office. The role balances administrative tasks with facilities and operations support, reception and conference services, and vendor coordination to ensure a professional, seamless experience for attorneys, staff, clients, and visitors.

The ideal candidate is highly organized, customer-service oriented, and able to manage multiple responsibilities while maintaining