Facilities and Real Estate Coordinator

Harris Beach Murtha • Rochester, NY

1d • Onsite

About The Position

Harris Beach Murtha is searching for a Facilities and Real Estate Coordinator to join our Rochester, NY office. This role provides administrative and coordination support for the firm's real estate, facilities, workplace, and office operations. The ideal candidate is a motivated self-starter excited about joining an innovative, growing law firm with a long history of success. The firm is committed to an inclusive environment and values collaboration, inclusion, ingenuity, respect, integrity, and commitment.

Requirements

• 2+ years of experience in administrative support, facilities coordination, office/workplace services, project coordination, or related role
• Strong proficiency with Microsoft Office products
• Excellent attention to detail and follow-through
• Strong organizational, time-management, and problem-solving skills
• A valid NYS driver’s license with a clean driving record
• Ability to manage multiple projects independently and collaboratively in a fast-paced environment
• Comfortable working in the office fully onsite

Nice To Haves

• Associate or bachelor’s degree
• Knowledge of office facilities, furniture systems, space planning, or building systems

Responsibilities

• Assist with office relocation, renovation, space planning, and workplace improvement initiatives
• Coordinate project logistics, maintain project files, prepare meeting agendas and minutes, and track action items
• Attend construction, renovation, and office buildout meetings as needed to document discussions, distribute meeting notes, and track follow-up items
• Assist with furniture procurement, inventory management, deliveries, installations, and workstation assignments
• Coordinate site visits and assist with punch list tracking and follow-up activities
• Travel to firm office locations as needed to support relocations, renovations, office openings, furniture installations, space planning activities, and other facilities initiatives
• Maintain project documentation, departmental files, and project-related records
• Coordinate vendor communications, service requests, scheduling, and follow-up activities
• Assist with processing expense reports, invoices, check requests, and project-related documentation
• Calendar management, scheduling meetings, coordinating conference room reservations, and organizing project meetings as needed
• Assist with updates and maintenance of CAD drawings, floor plans, occupancy records, and space utilization information
• Facilitate internal workstation and office relocations
• Maintain tenant escalation spreadsheets and related reporting
• Prepare office and workstation signage
• Track preventive maintenance contracts, vendor service schedules, and contract renewal dates
• Assist with office openings, moves, reconfigurations, and workplace improvement initiatives
• Provide general administrative support to the Office Services and Real Estate Management department

Benefits

• Salary information will vary depending upon relevant experience for the position, geographic locations and weekly hours schedule.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree