Facilities Coordinator

Essential Duties:

• Conduct daily inspections throughout the office to identify maintenance, safety, and operational issues.

• Coordinate minor leasehold improvements and repairs under the direction of the Office Administrator or Facilities Manager.

• Coordinate service calls, vendor access, and scheduled maintenance for office equipment and appliances, including:

  • Heating, Ventilation, and Air Conditioning systems

  • Ice machines

  • Dishwashers

  • Refrigerators

  • Other small office appliances

• Perform minor furniture and office chair repairs.

• Monitor conference room schedules and prepare meeting rooms as directed by the Office Administrator.

• Assist with preparing offices and workspaces for new employees and ensure guest offices are clean, stocked, and ready for use.

• Assist with document production requests and ensure all requests are completed accurately and within established deadlines.

• Replace light bulbs in areas that are not maintained by the building property management team.

• Conduct inventory of office supplies and maintain appropriate inventory levels through timely ordering and stocking.

• Maintain clean, organized, and functional office support areas.

Other Duties

• Train new and existing employees on the proper use of office equipment.

• Monitor the collection, processing, and distribution of incoming and outgoing mail.

• Maintain office copiers and printers by replenishing paper, replacing toner cartridges, and coordinating service when necessary.

• Process outgoing mail and prepare Federal Express shipping labels.

• Performs other related duties as needed or assigned.

Reporting Relationship

The Facilities Coordinator reports directly to the Office Administrator.

Subordinate Staff: N/A

Qualifications

Knowledge/Experience

At least two years of related experience is preferred. The Facilities Coordinator must have a working knowledge of copy room services and facilities. Also, this employee must be knowledgeable in inventory control, maintenance procedures, and the use of hand tools.

Skills

The Facilities Coordinator should possess the ability to perform minor repairs on appliances and office equipment.  Also, this employee must be able to coordinate maintenance and repair activities on office space and major equipment items.  Must be able to handle a multitude of tasks unsupervised in a timely manner. Must possess good verbal and written communication skills, with ability to receive and respond to work assignments in both formats. The Facilities and Office Services Coordinator must be proficient with Microsoft Office Applications, detailed oriented, and a self‐starter. The ability to work with many different types of personalities at all levels of the organization is a must. A sense of “urgency” is of utmost importance. Must be flexible and able to accurately prioritize workload and adapt to change quickly.  Strong organizational skills and prioritization skills are required.

Education

The Facilities Coordinator position requires a high school diploma; two years’ related experience is preferred.

Physical Demands:

Must be able to move around the office up to 70% of the time to make copies, maintain printers, distribute mail, etc. This position sets up, operates, and troubleshoots computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis.  Must be able to move documents, files, boxes of copy paper, furniture, and other items weighing up to 50 lbs. This position requires constant communication and exchange of information with the Office Administrator/Supervisor, Firm attorneys, clients and staff.  This position must be able to inspect and observe information on a computer screen at least 30% of the time.

Working Conditions

Office environment. Occasional overtime may be required.

Salary Range:

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Located at the iconic 30 Rockefeller Plaza, our New York Office serves clients in banking and finance, real estate, technology, aviation, and energy and renewables and facilitates cross-border work across Asia, Latin America, and other global markets. Our energetic team of lawyers are widely recognized in their practice areas by Chambers USA (Chambers and Partners), New York Super Lawyers (Thomson Reuters), Benchmark Litigation (2021), and the 2021 edition of The Best Lawyers in America directory published by Woodward/White, Inc. Our New York team holds itself to the highest standards and believes in a culture of hard work, teamwork and inclusivity. We also believe in giving back to the local community, with lawyers serving in leadership roles with many local civic organizations. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.