Facilities Coordinator

About the role

Paul Hastings is a leading international law firm serving top financial institutions and Fortune Global 500 companies across the U.S., Asia, Europe, Latin America, and the Middle East. We seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Responsibilities

• Support, coordinate and/or perform a variety of tasks and functions related to office facilities and daily operations;
• Provide administrative support to the Business Operations department, including inventory tracking, expense and invoice processing, and other duties as assigned;
• Coordinate office moves, furniture relocations, clean-up efforts, painting, and general maintenance of office space; coordinate with building janitorial, security and engineering as necessary;
• Administer the databases for the following programs for compliance with deliverables throughout assigned offices: ServiceNow*, Angus*, Office Space, EMS, MyKastle, CloudGate, Seamless;
• Maintain PH (ServiceNow) and building’s (Angus) work order systems; distribute work orders, and completed work order and preventive maintenance routines;
• Coordinate office maintenance programs, participate in construction projects, purchasing, and vendor management;
• Coordinate facility operations in support of office-wide events in the New York office, serving as the key liaison between Facilities and the Events team to streamline event planning and execution;
• Partner with the Meetings & Events Manager, Guest Services Manager, and Administrative Manager on the facilities-related logistics of office-wide events in the New York office;
• Serve as the facilities point of contact among Events, Hospitality/Catering, Reception/Concierge, and Property Management to ensure space, vendor, and building-access logistics are aligned for events;
• Assist other staff members in the implementation and organization of internal moves. May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required;
• Maintain office seating assignments and various tracking charts relating to space, personnel, and work orders;
• Active member, office emergency response team;
• Support management with special projects relating to space planning and facilities operations;
• Support any department or office-specific programs as assigned;
• Work overtime as required.

Qualifications

• High school diploma (required);
• Associates degree;
• Bachelor’s degree (preferred);
• At least 2 years of administrative, operations or facilities support experience (required);
• At least 2 years of experience in a corporate or professional services environment (required);
• Exceptional verbal and written communication skills.

Skills

• Advanced proficiency in rules of English grammar, spelling and punctuation;
• Ability to organize work and self-manage tasks, coordinate the activities of others with appropriate oversight;
• Fundamental to Advanced proficiency in MS Word, and document editing/comparison applications;
• Advanced proficiency in MS Outlook and web-based conference call/web-sharing applications;
• Advanced proficiency in utilization of building systems and applications;
• Advanced proficiency in utilization of firm security system including data entry, reporting, maintenance, management, vendor communications and audits;
• Fundamental proficiency in MS Excel and spreadsheet/database applications;
• Fundamental proficiency in MS PowerPoint and presentation applications;
• Advanced proficiency in the operation of office equipment, such as copiers, scanners, etc.

Benefits

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability;
• Flexible Spending Accounts and Health Savings Account;
• Healthcare Concierge and Advocacy;
• Lifestyle Spending Account;
• Voluntary 401(k) Plan and Profit Sharing;
• 10 Paid Holidays per year and a generous PTO Program;
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring;
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events);
• Retirement Plan Consulting;
• Anniversary Bonus Program;
• Professional Development Programs;
• Transportation and Commuter Benefits;
• International Travel Insurance;
• Critical Illness, Hospital Indemnity and Accident Insurance;
• Auto/Home/Pet Insurance;
• Prepaid Legal Insurance;
• Employee Discounts;
• And More!