Facilities Operations Coordinator

At Fried Frank, we're a community of 800 lawyers and 500 business services professionals across New York, Washington, DC, London, Frankfurt, and Brussels. We advise leading corporations, investment funds, and financial institutions on high-stakes M&A, securities, regulatory matters, real estate, and litigation. Our culture is grounded in our core values — excellence, integrity and collaboration — and is designed to foster continuous learning, meaningful mentorship, and lasting professional growth. We are firmly committed to pro bono service and social justice, building on a proud legacy in civil rights. Our inclusive talent strategy is a core part of our broader talent management efforts and we remain steadfast in fostering a workplace where everyone has the opportunity to grow, thrive, and become their best professional and personal selves. Our business services professionals are integral to the firm's success, driving innovation, operational excellence and exceptional client service across all areas of the firm. We offer competitive compensation and a comprehensive benefits package, including comprehensive medical coverage, retirement plans and health and wellness initiatives designed to support your personal and professional wellbeing. We welcome passionate, driven individuals to join us, and be part of a team where you'll be supported, inspired and empowered to build an exceptional career.

Position Summary

The Office Operations Coordinator is responsible for supporting the day-to-day administrative, security, hospitality, , and facilities-related functions of the Washington, DC office. This role helps ensure the office operates efficiently and provides a high level of service to attorneys, administrative staff, clients, and visitors. The Coordinator reports to the Director of Office Administration and works closely with internal departments, vendors, and building management to support office operations and business continuity activities.

This position requires a proactive, detail-oriented professional who thrives in a fast-paced environment and demonstrates exceptional customer service, organizational skills, sound judgment, professionalism, and discretion.

Duties & Responsibilities
Supports and executes a broad range of facilities, security, hospitality, and administrative functions for the Washington, DC office. Acts as a key liaison between the Firm and building Property Management, third-party vendors, and internal departments including Finance, Information Technology, and Human Resources. Ensures that office systems, procedures, and physical infrastructure operate efficiently and in alignment with Firm policies and building requirements.

Office Operations & Administration

• Support daily office operations to ensure a smooth, efficient, and professional work environment.
• Coordinate office procedures, administrative processes, and operational workflows to maintain consistency and service excellence.
• Process invoices, issue communications, handle mail, maintain files, and coordinate meetings, including internal meetings and external vendor meetings.
• Provide high-level customer service and hospitality support to Business Services professionals, attorneys, clients, guests, vendors, and property management.
• Coordinate conference room scheduling, meeting setups, video conferencing, catering, and hospitality arrangements.
• Maintain office supplies, inventory, equipment, and operational materials to ensure workplace readiness.
• Support onboarding logistics for new hires, including workspace setup, office orientation, firm tours, access coordination, and signage requests.
• Maintain standard operating procedures binders and operational documentation related to office space and security systems.
• Screen incoming calls, respond to general inquiries, and provide professional assistance to callers and visitors.
• Organize and maintain records related to projects, office operations, facilities, vendors, and administrative activities.
• Assist leadership and administrative teams with special projects, short-term assignments, operational reporting, and ad hoc requests as needed.
• Identify opportunities for process improvement and operational efficiency.

Facilities & Vendor Coordination

• Serve as a primary point of contact with building Property Management regarding vendor access, construction scheduling, insurance certificates, freight elevator reservations, loading dock scheduling, service calls, maintenance requests, and special projects.
• Coordinate office maintenance, repairs, cleaning services, furniture requests, office moves, reconfigurations, and workplace safety initiatives.
• Monitor and coordinate vendor activity to ensure compliance with building requirements, Firm protocols, and service expectations.
• Track and review monthly operational expenses, service call charges, vendor invoices, and freight reservations; reconcile discrepancies and coordinate payment processing with Finance.
• Process rent and facilities-related invoices accurately and timely.
• Draft and distribute facilities notices, operational updates, emergency communications, and workplace notifications through the Intranet and other communication platforms.
• Assist with office space planning logistics, visiting office assignments, and facilities-related coordination projects.
• Support periodic facilities audits to ensure operational accuracy, compliance, and record integrity.
• Establish and maintain positive working relationships with building Property Management staff, service providers, and vendors.
• Assist with ordering and coordinating office signage, including name plates, mailbox plates, and miscellaneous signage for administrative and common areas.
• Perform weekly facility inspections to report to Director and facilitate work orders to remediate any deficiencies.

Hospitality & Office Services

• Ensure smooth operation of catering, conference support, mail, copy/print, courier, and other office services functions.
• Maintain client-facing spaces, conference rooms, kitchens, and common areas to a high professional standard.
• Promote a hospitality-driven, white-glove service approach across all office interactions and workplace services.
• Provide operational and hospitality support for meetings, events, office functions, special programs and related after-hours activities as needed.
• Collect and coordinate information regarding planned weekend work, special events, building activity, and operational support requirements; ensure appropriate communication and contact information is distributed to relevant parties.
• Monthly basis, work with F&B provider on catering usage and trending information.

Security, Business Continuity & Safety Support

• Assist with office safety procedures, emergency preparedness activities, workplace inspections, incident reporting, and business continuity efforts.
• Support emergency communication processes and office response coordination during disruptions or building-related incidents.
• Assist with issuing, tracking, reissuing, and deactivating employee and temporary access cards while maintaining accurate inventory records.
• Assist with organizing, maintaining, and distributing office keys to attorneys and administrative personnel.
• Help maintain compliance with office safety standards, security procedures, building requirements, and operational protocols.
• Handle sensitive operational, personnel, and client-related information with a high degree of confidentiality and discretion consistent with Firm policies and legal industry standards.

Qualifications

• Bachelor's degree preferred; equivalent combination of education and experience will be considered.
• 2–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or corporate services.
• Experience supporting professional services, legal, financial, or corporate office environments preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience working with databases (e.g., viDesktop) and document management systems (e.g., iManage), or the ability to quickly learn new systems.
• Experience coordinating vendors, facilities requests, office services, or workplace operations preferred.
• Strong Internet research and administrative support skills preferred.

Skills and Abilities

• Strong customer service and hospitality mindset.
• Excellent organization, prioritization, multitasking and time management abilities.
• Effective communication (written and verbal) and interpersonal skills.
• Strong attention to detail and follow-through.
• Professionalism, discretion, and sound judgment.
• Problem-solving and proactive initiative.
• Ability to work independently and collaboratively in a fast-paced environment.
• Adaptability and responsiveness under pressure and tight deadlines.
• Commitment to operational excellence and service quality.

Work Environment & Additional Requirements

• This position is office-based and requires regular in-office presence to support day-to-day workplace operations and business needs.
• Flexibility to work overtime, early mornings, evenings, or weekends as needed to support office operations, special projects, events, emergencies, or business continuity activities.
• Ability to move throughout the office regularly, lift or move boxes and office materials, assist with meeting and event setup, and perform other physical tasks associated with office operations and facilities coordination.
• Must be able to remain effective in a fast-paced environment with frequent interruptions, changing priorities, and time-sensitive deadlines.