In-Office Facilities & Office Services Specialist

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 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