Admin/Facilities Service Coordinator

Morningstar Law Group is seeking an Admin/Facilities Service Coordinator for our Durham, NC office. This position plays a vital role in maintaining a professional and efficient office environment by monitoring facilities services, performing administrative tasks, and ensuring seamless day-to-day operations.

• Follow established security and operational procedures to ensure readiness for the day and proper closure.
• Maintain an organized, clean, and professional office environment, including managing office supply inventory and coordinating with vendors for office maintenance and cleaning services.
• Monitor and replenish office and pantry supplies, placing orders with designed vendors as needed.
• Ensuring copiers are stocked and equipped with backup supplies and coordinating service calls for equipment maintenance.
• Coordinate with landlord and vendors to address building repairs and janitorial needs, involving the Director of Administration as needed.

Mail and Deliveries:

• Manage daily incoming and outgoing mail, sorting and distributing items to appropriate recipients.
• Facilitate and receive deliveries, verifying contents against orders and coordinating their proper storage or distribution.

Visitor and Client Interaction:

• Serve as the first point of contact at the front desk, answering and routing calls professionally.
• Greet and assist visitors professionally and respectfully, providing information or directing them to the appropriate personnel.
• Coordinate meeting setup for in-office depositions, client meetings, partner meetings, etc.

Document Management:

• Make copies, scan, and file documents as needed, ensuring confidentiality and data protection standards adherence.
• Maintain accurate and organized filing systems, including electronic and physical files, to support efficient record-keeping and retrieval.

Other Duties:

• Provide occasional administrative support for office events or meetings, such as preparing materials, setting up conference rooms, or arranging catering.
• Maintaining the conference rooms, including post-meeting cleanup and supply replenishment
• Assist with ad hoc projects or tasks assigned by the attorneys, Director of Administration or other team members.

Qualifications:

• Associate’s degree and at least two years of related experience
• Self-motivated individual who can manage multiple priorities and quickly shift from task to task based on demand without losing sight of details
• Excellent organizational skills
• Excellent interpersonal, verbal, and written communication skills (including proofreading)
• Strong proficiency with Office 365 applications, particularly Word and Outlook
• Experience with collaborative platforms such as NetDocuments, Sharefile, OneDrive, etc preferred but not required.