Facilities Coordinator

Duties & Responsibilities:

Handles all aspects of coordinating, organizing and prioritizing the assignment of Facilities requests received by the department and follow through to completion.

The Facilities Coordinator shall have primary responsibility for

• Handling all facilities requests received verbally, by telephone, by e-mail, or such other means from Firm lawyers or Firm personnel.
• Reviewing on a daily basis and throughout the day the status of facilities requests received throughout the day
• Ensuring that facilities requests are quickly handled and effectively and timely completed.
• Maintaining furniture wait lists requests, pending or outstanding work requests files as well as completed work requests file.
• Working with the Senior Facilities Manager to follow up with requestor(s), as needed, regarding scheduled tasks, projects, waitlist, special requests, etc.
• Reporting all non-compliance issues and/or facilities issues immediately to the Senior Facilities Manager and/or Senior Managing Director of Administration.
• Assisting, as needed, with completing any of the assigned facilities tasks or projects.
• Ensures that all conference room set-up requests are properly scheduled and configured to meet the requirements of the requester.
• Maintains sketches and floor plans showing optional table and chair arrangements for the divisible conference rooms.
• Ensures that all incoming furniture and capital items purchased by the Firm are properly bar-coded and entered into the Firm's fixed asset database.
• Ensures that the fixed asset database is properly and timely updated and that movement of fixed assets are appropriately recorded and tracked.
• Conducts quality review inspections of work performed by others including inspection of office set-ups for new arrivals, office moves and offices vacated by attorneys.
• Assists with maintaining inventory of fixed assets retained in storage.
• Interacts with members of the Firm to ensure work-related tasks and projects are competed in an accurate and timely manner.
• Keeps track of regular facilities expenses. Orders kitchen pantry supplies as needed.
• Coordinates service calls for facilities related equipment when needed.
• Maintains an updated record of facilities vendors.
• Daily walk throughs to ensure maintenance is conducted routinely.
• Checks rooms and furniture to identify needs for repairs and maintenance.
• Provides some assistance to the Senior Managing Director of Administration
• Timely and regular attendance.
• Ability to work overtime when necessary
• Performs other duties as assigned.

Qualifications:

• A minimum of three years of experience organizing and/or coordinating work assignments in a fast-paced environment.
• Bachelor's Degree is preferable.
• Excellent typing and computer skills.
• Excellent oral and written communication skills.
• Excellent follow through, attention to detail, strong organizational skills and ability to prioritize work assignments.
• Ability to work well with managers and supervisors, Firm lawyers, Firm personnel and Firm vendors.
• Experience handling sensitive and confidential information and situations. Ability to maintain confidentiality, tact and diplomacy at all times
• Proficient in MS Word, ability to operate scanner and photocopy machines.
• Ability to work independently and in a team environment

Status: Non-Exempt

Reports To: Senior Manager, Facilities and Office Services

Workplace Type: On-site

Salary range is $64,000 - $81,000.

Candidates hired for staff positions with a minimum work schedule of 30 hours per week are eligible for a comprehensive benefits package, including healthcare insurance. Learn more about benefits at Covington.

https://www.cov.com/en/careers/staff/benefits

Covington & Burling LLP is an equal opportunity employer and does not discriminate in any aspect of employment, including hiring, salary, promotion, discipline, termination, and benefits, on the basis of race, color, ethnicity, religion, national origin, gender, gender identity or expression, age, marital status, sexual orientation, family responsibility, disability (including physical handicap), or any other improper criterion.