Facilities Assistant

HBS Default•Atlanta, GA

3d•Onsite

About The Position

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: 1. 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 2. 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 3. 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 4. 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 5. 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 6. 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 7. Administrative Support Maintain organized facilities and vendor documentation Provide general administrative and operational support as needed

Requirements

High school diploma or equivalent required
Minimum of two (2) years of experience in facilities, maintenance, or administrative support roles
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

Nice To Haves

Experience in a professional office environment preferred

Responsibilities

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
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
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
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
Assist with coordinating deliveries, furniture placement, and equipment setup for new offices
Provide logistical support for office buildouts, expansions, and relocations
Maintain records for fire safety inspections and fire extinguisher servicing
Identify and report safety hazards or compliance concerns to the Operations & Facilities Manager
Maintain organized facilities and vendor documentation
Provide general administrative and operational support as needed