4449 - Lead Facilities Coordinator

The Lead Facilities Coordinator is responsible for overseeing all aspects of office facilities maintenance, ensuring a productive and comfortable environment for the firm's personnel, clients, and guests. This position works closely with building management and external vendors to coordinate office moves, repairs, and renovations. Responsibilities include preparing offices or workstations for new or visiting personnel; verifying completion of housekeeping tasks and maintaining an accurate inventory of office supplies. Additional duties may include back-up support and/or coordinating services in the areas of hospitality, reception, mail, copy, and fax operations.

This is a firm-wide role with specific tasks, procedures and functional area assignments that may differ slightly by office. An onsite work arrangement is required for this position, and the anticipated schedule is Monday through Friday, 8:30AM - 5PM CT.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you're someone who's looking toward the future, we'd love to hear from you.

Location: Chicago, IL

• Oversee and maintain all office facilities and furnishings. Handle day-to-day repairs to furniture and equipment. Work directly with vendors to supervise installations and complex repairs of equipment and furniture, address heating & cooling, lighting and other facility related issues. Maintain furniture and equipment inventories and tracking system.
• Perform daily walkthrough of facility space to identify, document and resolve issues.
• Coordinate facilities related issues with the building management and maintenance teams, ensuring timely repairs and upkeep. Coordinate with cleaning crew to maintain service standards in line with the Firm's expectations.
• Work closely with the Office Administrator and building security for any security related issues.
• Oversee the coordination of fire safety team - including the fire safety, emergency response and CPR/AED training.
• Coordinate office planning duties address workspace area standards and ergonomic issues. In collaboration with the Office Administrator, assess current and future needs for office space, furniture and equipment. Monitor the quality of the work environment. Maintain office space inventory records.
• Work closely with the Office Administrator in coordinating office moves. Participate in the preparation of bid packages and purchase orders and the awarding of contracts. Assist with office-wide communications regarding move procedures, dates and other details to office personnel through memos, e-mails and meetings. Lay out office floor plans and supervise the packing of offices prior to moves.
• Support Office Administrator in the coordination of all office renovations. Communicate with building security and building maintenance to share vital information with respect to vendor and project needs and updates.
• Maintain supply inventory using on-line (e.g., coffee, food/beverage, envelopes, letterhead, etc.) Direct deliveries to the appropriate dock or staging area. As needed, negotiate preferred pricing with vendors and NP Procurement team, and make local retail purchases when necessary.
• Oversee office maintenance and housekeeping tasks; coordinate conference room setups upkeep, including stocking supplies and arranging furniture. Assist with and meeting preparation. A member of the hospitality team, liaise across departments to ensure a positive experience for visitors and clients.
• Ensure all hoteling offices are thoroughly cleaned and sanitized, all computer related equipment is available and functioning, general office supplies are stocked, nameplate installed, and the room is ready to accommodate visitors.
• Support office seating plans (floor maps) and space coordination for new hires and internal moves.
• Lead general onboarding support including workspace prep and orientation logistics.
• Provide and/or coordinate back-up coverage to reception/hospitality; may manage workflow in mailroom, copy center and fax department when needed.
• Assist with other projects as directed by the Office Administrator.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• Associates Degree preferred. Work experience in lieu of a degree will be considered.
• 3-5 years of experience in facilities and/or maintenance required.
• Thorough understanding of office services and facilities maintenance including inventory, budgeting, and vendor management.
• Excellent customer service skills.
• Demonstrated leadership ability and record of making sound decisions.
• Strong planning and organizational skills, including the ability to manage a number of projects concurrently.
• Demonstrated ability of taking a proactive approach and willingness to provide hands-on assistance as required.
• Ability to work independently and as part of a team interacting with all levels of firm personnel.
• Excellent communication skills, both written and verbal.
• Solid working knowledge of Microsoft Suite with strong technical aptitude to quickly learn and navigate firm-specific applications including Workspace, OfficeMaps, and Chrome River.
• Ability to work overtime as needed, including early morning/weekends to accommodate vendor work, and evenings to assist with event breakdowns.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows: Chicago, IL: $61,000 to $86,900

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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