What are the responsibilities and job description for the Facilities Assistant position at Hall Booth Smith, P.C.?
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
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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
- 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
- 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
- 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
- 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
- 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
- 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
- Administrative Support
- Maintain organized facilities and vendor documentation
- Provide general administrative and operational support as needed
- Education
- High school diploma or equivalent required
- Experience
- Minimum of two (2) years of experience in facilities, maintenance, or administrative support roles
- Experience in a professional office environment preferred
- 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
- Ability to lift and move objects weighing up to 50 pounds
- Frequent standing, walking, bending, and reaching
- 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
- Competencies
- Attention to detail and problem-solving ability
- Collaboration with staff, vendors, and management
- Reliability and responsiveness to operational needs
- Primarily office-based with occasional physical labor
- Fast-paced environment with shifting priorities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.