Facilities & General Administration Assistant

O'Hagan Meyer•Chicago, IL

12h•$45,760 - $56,160•Onsite

About The Position

We are seeking a highly organized and detail-oriented Facilities & General Administration Assistant to support the day-to-day operational and administrative functions of our growing nationwide law firm. This role will play a key part in coordinating office setup, vendor management, facilities support, insurance administration, and attorney licensing compliance across multiple office locations. The ideal candidate is proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment while maintaining excellent communication and organizational skills.

Requirements

2+ years of administrative, facilities, office operations, or related experience preferred
Strong organizational and multitasking skills
Excellent written and verbal communication skills
High attention to detail and ability to manage deadlines
Proficiency in Microsoft Office Suite, particularly Excel and Outlook
Ability to work independently and collaboratively in a team environment
Must be able to sit for long periods of time
Must be able to lift up to 10 lbs.

Nice To Haves

Experience working with vendors, contracts, or office operations is a plus

Responsibilities

Coordinate the setup of new office locations and office expansions, including procurement of office supplies and daily operational necessities; vendor services management and implementation to ensure seamless office functionality and readiness. Including but not limited to: Copiers and printing equipment, Postage machines, FedEx and UPS accounts, Local courier and messenger services, Beverage Services.
Assist with coordinating office moves and transitions for nationwide office locations (no travel required).
Supporting the office furniture procurement process.
Coordinate office signage for new office spaces nationwide.
Generate and distribute monthly office attendance reports using keycard reader swipe data.
Serve as the point of contact for firm vendor relationships and contracts, including but not limited to: Copiers and printers, Postage equipment, Shredding services, Offsite storage providers, Beverage Services.
Monitor vendor contract renewal dates and escalate renewals to the Director of Operations for review and approval.
Assist the Director of Operations with the firm’s annual insurance renewal process.
Track insurance claims and follow up with carriers and vendors regarding claim status updates.
Assist with issuing Certificates of Insurance (COIs) upon request.
Track attorney bar admissions and maintain accurate licensing records.
Update attorney bar information for new hires and terminations.
Coordinate attorney bar renewals across multiple states.
Track renewal completion related to attorney licensing.
Other projects as requested.