Facilities & General Administration Assistant

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.

Key Responsibilities

Facilities & Office Operations

·       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:

o   Copiers and printing equipment

o   Postage machines

o   FedEx and UPS accounts

o   Local courier and messenger services

o   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

Vendor & Contract Management

·       Serve as the point of contact for firm vendor relationships and contracts, including but not limited to:

o   Copiers and printers

o   Postage equipment

o   Shredding services

o   Offsite storage providers

o   Beverage Services

·       Monitor vendor contract renewal dates and escalate renewals to the Director of Operations for review and approval

Insurance Administration

·       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

Attorney Licensing & Compliance

·       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.

Requirements

Qualifications

·       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

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

·       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.

What We Offer

·       Competitive compensation and benefits package

·       Opportunity to support and contribute to a growing nationwide organization

·       Collaborative and professional work environment

·       Career growth and development opportunities

We are looking for a dependable and motivated professional who thrives in a dynamic environment and enjoys supporting operational excellence across multiple office locations.

O’Hagan Meyer is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Salary: $45,760– $56,160 annually ($22 - $27 per hour)

Benefits

·       Health Care Plan (Medical, Dental, & Vision)

·       401(k) Retirement Plan

·       Life Insurance (Basic, Voluntary, & AD&D)

·       Paid Time Off (Vacation, Sick Leave, & Company Holidays)

·       Family Leave (Maternity, Paternity)

·       Short Term & Long-Term Disability 

·       Training & Development

·       Free Food & Snacks in Office

·       Wellness Resources

·       Commuter Benefits