Facilities Operations & Office Services Coordinator

ADP, Inc.; Raleigh (NC); On-site; USD 60,000 - 90,000; Full time

Job summary

Smith Anderson is seeking an Office Services and Facilities Coordinator in Raleigh, NC to support the firm’s office operations and ensure a safe, welcoming workplace.

You will coordinate facilities maintenance, access control, space planning, moves, and records management while collaborating with lawyers, staff, and vendors. A strong service mindset, detail orientation, and 5+ years’ experience are required, with proficiency in Microsoft Office.

Qualifications

• 5+ years of experience in a professional business environment.
• Must be service- and safety-oriented, with good knowledge of law firm office support practices.
• Must be able to manage contractors, plan and manage moves, and understand budget preparation and budget management.
• Must have the ability to analyze, respond to, and resolve a variety of facility, service, and space issues.
• Effective verbal, presentation, and listening skills when communicating with internal clients and vendors.
• Must be able to maintain confidentiality and work on a need-to-know basis.
• Highly proficient in Microsoft Office.

Responsibilities

• Oversee coordination and scheduling of facilities maintenance, office services, and receptionist functions.
• Work with internal clients, outside vendors, and contractors to ensure facilities are operational and resources are efficient.
• Assign and track building access cards and parking transponders for all employees.
• Program and maintain alarm systems.
• Oversee contracts for outside services (copy machines, security, furniture, storage, shredding, maintenance).
• Review and approve related vendor invoices for payment and resolve disputes.
• Plan and coordinate employee, office, and equipment moves.
• Coordinate space planning for future hires with departments.
• Support records management: destruction operations, master databases for destroyed files, off-site storage, and safe items.
• Maintain Fire Marshal, AED, and CPR training; update Maptician; maintain notary list and parking validation software; manage Prizm and Genea applications; maintain artwork collection.

Skills

Customer service

Budget management

Vendor management

Communication skills

Problem solving

Education

Bachelor's degree in business

Tools

Microsoft Office

Job description

Smith Anderson is seeking an Office Services and Facilities Coordinator in Raleigh, NC to support the firm’s office operations and ensure a safe, welcoming workplace.

You will coordinate facilities maintenance, access control, space planning, moves, and records management while collaborating with lawyers, staff, and vendors. A strong service mindset, detail orientation, and 5+ years’ experience are required, with proficiency in Microsoft Office.