An innovative legal services organization dedicated to delivering exceptional legal solutions across multiple jurisdictions is seeking a Facilities Assistant to support its office operations, administrative functions, and client experience in a dynamic corporate environment.
Role Overview
The Facilities Assistant will oversee daily office support services, including facilities management, procurement, reception, and catering, ensuring seamless operations and excellent client interactions. This role plays a vital part in maintaining a productive, organized, and welcoming workplace.
Key Responsibilities
- Serve as first point of contact for office service requests via phone and email, relaying and processing service tickets efficiently.
- Manage facility-related inquiries, coordinate with building management, engineers, and security teams to resolve issues promptly.
- Support procurement activities by assisting with ordering office supplies, ergonomic accessories, and consumables; process related invoices and track inventory.
- Administer access control by issuing and managing office keys and access cards in collaboration with building management.
- Coordinate and support office moves, relocations, and furniture arrangements with internal teams and vendors.
- Maintain accurate records of keys, equipment, and inventory; perform routine inspections and minor repairs to ensure proper working condition of office equipment and fixtures.
- Perform basic maintenance tasks, including troubleshooting minor issues with furniture, fixtures, lighting, and ensuring cleanliness and safety standards.
- Prepare departmental correspondence, transmittal letters, and reports; conduct daily security and safety checks within designated work areas.
- Oversee conference room setup, including scheduling, equipment configuration, and ensuring supplies are stocked for meetings and events.
- Provide backup support to reception and catering services: answer phones, greet visitors, arrange catering, and prepare meeting spaces.
Core Qualifications & Requirements
- Bachelor’s degree or equivalent work experience in facilities management, office operations, or related fields.
- Proven experience in facilities support, administrative coordination, or office services within a corporate environment.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook); familiarity with facilities management systems is a plus.
- Typing speed of at least 45 words per minute preferable.
- Strong verbal and written communication skills for effective internal and external interaction.
- Demonstrated reliability, attention to detail, and ability to respond quickly to urgent requests.
- Ability to lift weights up to 50 pounds and work flexible hours, including overtime when necessary.
- High level of organizational skills and ability to multitask in a fast-paced setting.
- Valid driver’s license and clean background check preferred.
Nice-to-Have Qualifications
- Previous experience in office safety, building maintenance, or small equipment repairs.
- Certification in facilities management or related technical skills.
- Knowledge of vendor management and invoice processing systems.
Core Technical Skills
- Facility Management Software, Inventory Tracking, Service Desk Tools, Microsoft Office (Word, Excel, Outlook), Access Control Systems, Building Maintenance Procedures, Equipment Troubleshooting, Vendor Coordination, Work Order Management.
Career Impact
This role offers the opportunity to be a vital part of creating a safe, efficient, and client-focused office environment within a prestigious legal or professional services organization.
Compensation and Benefits
- Comprehensive benefits package including health, dental, vision coverage, retirement plans, and wellness programs.
- Paid holidays, PTO, and educational reimbursement.
- Parental leave, family support benefits, and community engagement initiatives.
Apply Today!
Join a forward-thinking organization committed to excellence in legal and professional services—apply now to contribute to a vibrant and collaborative workplace.