Facilities Assistant

Purpose of the Job:

The Facilities Assistant supports the Operations & Facilities Manager in maintaining efficient, safe, and professional office environments across the firm’s Atlanta headquarters and regional offices. This role provides hands-on facilities support, vendor coordination, and office services to ensure day-to-day operations run smoothly and consistently.

Key Responsibilities:

1. Facilities Maintenance and Support

• Assist in resolving facility maintenance issues, including coordinating repairs for building systems, appliances, and equipment
• Perform routine facility inspections to proactively identify maintenance needs
• Coordinate with approved vendors for minor repairs and services as directed

2. Security and Access Management

• Support the issuance, modification, and termination of employee access badges
• Maintain inventories and records of keys, fobs, and access devices
• Assist with parking access issuance and related tracking

3. Office Logistics

• Monitor office supply levels and place orders through approved vendors
• Set up and organize workspaces for attorneys and staff in the Atlanta office
• Assist with coordination of workspace setup for regional offices
• Support furniture moves, adjustments, and office reconfigurations

4. Vendor Coordination

• Support relationships with cleaning, shredding, beverage, and other service vendors
• Track vendor performance issues and report concerns to management
• Assist with verification of vendor invoices and preparation for accounting approval

5. New Office and Buildout Support

• Assist with coordinating deliveries, furniture placement, and equipment setup for new offices
• Provide logistical support for office buildouts, expansions, and relocations

6. Safety and Compliance

• Maintain records for fire safety inspections and fire extinguisher servicing
• Identify and report safety hazards or compliance concerns to the Operations & Facilities Manager

7. Administrative Support

• Maintain organized facilities and vendor documentation
• Provide general administrative and operational support as needed

Required Qualifications:

1. Education

• High school diploma or equivalent required

2. Experience

• Minimum of two (2) years of experience in facilities, maintenance, or administrative support roles
• Experience in a professional office environment preferred

3. Skills

• Strong organizational and multitasking abilities
• Effective verbal and written communication skills
• Proficiency in Microsoft Word, Excel, and Outlook
• Basic understanding of facilities maintenance and vendor coordination

Physical Requirements:

1. Ability to lift and move objects weighing up to 50 pounds
2. Frequent standing, walking, bending, and reaching

Performance Measures

1. Goals

• Timely and effective resolution of facility-related requests
• Accurate tracking of supplies, access devices, and vendor services
• Proactive support of office setup and maintenance needs

2. Competencies

• Attention to detail and problem-solving ability
• Collaboration with staff, vendors, and management
• Reliability and responsiveness to operational needs

Working Conditions:

1. Primarily office-based with occasional physical labor
2. Fast-paced environment with shifting priorities