Lease and Facilities Coordinator

Lease and Facilities Coordinator (Minneapolis, MN) (#3974) We are seeking a Lease and Facilities Coordinator for our Minneapolis office. As a key member of the Facilities team, you will provide administrative support for the firm wide facilities operations, including assisting and verifying real estate expenses and invoice processing, as well as day-to-day onsite facility needs. If you are looking to join a collaborative team and provide top-notch client service to our attorneys, business professionals, and clients, then we would appreciate hearing from you. This position will be onsite Monday – Friday in our Minneapolis office. In this role, you will: - Address concerns and issues related to building operations while serving as the onsite contact. Monitor the Facilities inbox inquiries and requests on a daily basis. - Prepare, process and ensure timely payment of rent for all offices. - Maintain, modify or create rent and lease files and database including reconciliation of the prior year operating expenses and taxes for each office location. Invoice sub-tenants and monitor payments. - Verify expenses and process invoice payment requests for the Minneapolis office; review regional offices’ disbursement requisitions as required. Monitor general ledger expenditures. - Collect, process, and maintain tracking for the collection of tenant improvement allowances. - Maintain lease obligation spreadsheets and budgets and monitor upcoming lease action dates. - Keep records and update the database for contract parking firm wide. Process validated parking. - Provide project management support through office moves and/or construction projects. - Assist with monitoring the construction budget, including any change orders or cost overruns, and the construction timetable and occupancy dates. - Assist in procurement of firm standard furniture and rental furniture as needed. - Process notary requests & update database as necessary. - Assist the Director of Real Estate and Facilities with budget preparation and special projects as needed. - Assist the Firm’s Global Office Operations Director with Firm wide travel administration. Duties include processing travel invoices, negotiating contracts with hotels, updating the firm’s Intranet travel page, approving new Concur users, and coordinating with the firm’s preferred travel agency to remove termed users. - Maintain firm-wide artwork inventory. - Work with insurance broker to provide client and landlord requested certificates of insurance as needed. - Process flower invoices along with assisting reception in ordering flowers and flower requests. - Assist with maintenance of Security Card Access system. Responsible for entering new hire and termination information to activate/deactivate security cards for all employees and contractors, as required. Generate daily logs and runs special reports to audit information or usage activity. - Work with building management to update the lobby directory on a monthly basis. - Order, process, and place nameplates for Minneapolis business professionals and attorneys. - Handle office and firm wide communications related to Facilities issues and informational messages. - Provide back-up front desk administrative support in the reception/client services area, including answering phones, screening and directing callers and visitors. - Provide back-up to Facilities and Conference Center Manager, including reception desk. - May perform other duties not listed above. What we’re looking for: - High School degree or G.E.D equivalent. - At least 1 year of administrative support or related experience, preferably in lease administration, transaction management, brokerage, property or construction management, or professional office setting. - Ability to communicate effectively, both oral and written, with all levels of personnel both external and internal. - Creative problem-solving skills and the ability to be proactive, take appropriate initiative, and adhere to deadlines and priorities. - Excellent customer/client service focus and skills. - Good research and analytical skills. - Strong attention to detail and accuracy. - Ability to work independently and to work well under pressure. - Ability to maintain client and firm confidentiality. - Proficiency with Microsoft Office. - Physical strength and agility to permit full performance of the duties of the position, including frequent bending, walking and lifting up to 40 pounds. Preferred: - Previous law firm or other professional services experience. - Experience with accounts payable and/or processing invoices. - Experience with Emburse. - Experience with SmartSheets. About Dorsey: Dorsey & Whitney is an AmLaw 100 international law firm with more than 575 lawyers in 21 offices throughout the United States, Canada, Europe and Asia. We are a premier legal counselor to companies worldwide in a wide range of industries, including banking & financial institutions; development & infrastructure; energy & natural resources; food, beverage & agribusiness; healthcare & life sciences; and technology. Dorsey offers opportunities for advancement within a collaborative and dynamic environment, with competitive pay and excellent benefits. Our benefits are available to business professionals working 17+ hours/week along with their dependents, including spouses and domestic partners regardless of gender. Dorsey’s benefit package includes: comprehensive medical insurance with coverage for infertility, gender-affirming care, behavioral health, and access to virtual providers; dental insurance; vision insurance; 401(k) retirement savings plan with Firm contribution; basic and optional life insurance; short and long-term disability; paid time off; up to 8 weeks of paid parental leave with up to an additional 6-8 weeks of paid short-term disability for business professionals who give birth; paid holidays; paid volunteer day; discretionary bonuses (if bonus eligible); adoption assistance; healthcare, dependent care, and transportation pre-tax reimbursement accounts; back-up child and elder care program; education and college advising program; virtual tutoring; wellbeing programs and activities; mass transit program (certain offices); travel assistance program; 24/7 employee assistance program with access to five confidential visits with a licensed counselor at no cost. (Some benefits are subject to eligibility criteria.) One of our greatest strengths is a friendly, cooperative culture that values and appreciates each individual. Dorsey has received external recognition for our welcoming workplace, including: - Mansfield Certification Plus (Diversity Lab) - Best Law Firms for Women (National Association of Female Executives and Flex-Time Lawyers) - 100% rating on the Corporate Equality Index (Human Rights Campaign) - Gold Standard Certification (Women in Law Empowerment Forum) - Top 100 Adoption-Friendly Workplace (Dave Thomas Foundation for Adoption) Reasonable Accommodations: Dorsey is committed to providing disability and religious-based reasonable accommodations, as well as menopause, pregnancy or lactation-related reasonable accommodations. If you require a reasonable accommodation during the application and hiring process, or if you have questions about a workplace reasonable accommodation, please contact us at 612-492-5178. How to Apply: Dorsey & Whitney LLP accepts online applications. Please go to the “Careers” section of the Dorsey website at www.dorsey.com/staffjobs and complete Dorsey’s online application form. We are unable to accept application materials by mail or email. Dorsey & Whitney LLP is an EEO/AAP/Disabled Vets Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, ancestry, sex, national origin, sexual orientation, gender identity, affectional preference, disability, age, marital status, familial status, status with regard to public assistance, military or veteran status, or any other legally-protected status. Dorsey & Whitney LLP participates in E-Verify. The pay range for this position in Minnesota only is $28.68 to $37.12 per hour. This range represents Dorsey’s good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon a number of factors, including the candidate’s experience, qualifications, skills and location and may fall outside of the range indicated. Please note that Dorsey is not currently accepting search firm submissions in connection with this opening. #LI-TC1 #LI-Onsite Office Location: Minneapolis, MN