Operations Coordinator

Van Ness Feldman, LLP, a mid-sized law firm that specializes in energy, natural resources, environmental and transportation policy, seeks an Operations Coordinator in its Washington, DC office. The Operations Coordinator will work with the Operations Manager in ensuring the overall maintenance and general upkeep of all Firm office spaces in the Washington, DC office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Along with the Operations Manager, this person will be a go-to resource for all questions and issues relating to office operations and physical records management and will be responsible for the following tasks:

• Handle maintenance, custodial, security, furnishings, related purchasing, and facility work as needed and proactively (preventative).
• Handle office repair and maintenance requests.
• Process work orders, RFPs for specific work, and assist with contracts as necessary under the guidance of the Operations Manager.
• Serve as a point of contact for all facilities related work, contractors, security, maintenance, testing, inspections and building administration.
• Coordinate the key/fob/security card programs and serve as the point of contact for security concerns.
• Proactively identify and assist in resolving safety hazards.
• Assist with the coordination of renovations, refurbishments, and construction/building projects.
• Assist in drafting policies and procedures related to the management of the Firm’s facilities.
• Assist with purchasing and ordering of supplies, break room food, furnishings, and other general office needs. Seek out ways to make the process more efficient and cost effective.
• Assist with office moves, assigning and maintaining guest offices and assigning visitor offices.
• Examine office operations and activities with respect to best practices and make recommendations to enhance efficiencies and promote continuous improvement.
• Assist in planning/coordinating office events.
• Ensure the office is regularly cleaned and maintained.
• Assist in submitting work orders/handle facilities maintenance, which includes establishing and maintaining relationships with building management.
• Provide back-up reception coverage; greet guests as needed.
• Assist in updating office floor plan, phone list.
• Serve as an additional office point of contact for DC Office Operations.
• Assist with monitoring/ordering supplies and ensuring service areas, Café and conference rooms are appropriately stocked.
• Assist with handling conference room scheduling, ordering catering for meetings and events, handling conference room set up, and ensuring conference rooms are cleared/cleaned before and after meetings.
• Provide notary services as needed.
• Assist in the operation and maintenance of office facilities including safety programs, security systems, specialized equipment, supply inventory, and other building-related activities.
• Assist in developing and maintaining safety plans and procedures, ensuring that plans are clearly and regularly communicated and updated as needed due to changing conditions.
• Provide mailing services support.
• Assist with managing physical records and off-site storage vendor.
• Perform other duties/projects as assigned.

DESIRED QUALIFICATIONS AND SKILLS

• At least 3-5 years progressive general office facilities, property management, or building maintenance experience.
• Prior law firm experience a plus.
• Must have excellent communication skills, organizational skills, and general knowledge of office equipment and tools.
• Proficient in Microsoft Office (Word, Excel, Outlook).

Van Ness Feldman enthusiastically extends an equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military status, physical disability, or any similarly protected status. The firm has a policy of positive action to ensure the fulfillment of our commitment to a diverse and equitable workplace.

Benefits include health, dental, 401(k), and profit-sharing plan.