About the Role:
The Facilities and Operations Assistant plays a crucial role in ensuring the smooth and efficient functioning of Sanabria & Associates PLLC's office environments in both Maryland and Florida locations. This position is responsible for supporting daily operational activities, maintaining facility standards, assisting with basic IT Help Desk tasks, and coordinating with vendors and internal teams to address maintenance and logistical needs. The role requires proactive problem-solving to minimize disruptions and enhance workplace safety and comfort for all employees and visitors. The Facilities and Operations Assistant will also assist in managing supplies, overseeing space utilization, and supporting compliance with health and safety regulations. Ultimately, this position contributes to creating a productive and well-maintained work environment that supports the firm's overall mission and business objectives.
Minimum Qualifications:
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High school diploma or equivalent required; associate degree or higher preferred.
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At least 1-2 years of experience in facilities management, office operations, or a related field.
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Basic knowledge of building systems, maintenance procedures, and safety regulations.
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Strong organizational and communication skills with the ability to manage multiple tasks simultaneously.
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Proficiency in using standard office software such as Microsoft Office Suite.
Preferred Qualifications:
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Experience working in a professional services or legal office environment.
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Familiarity with vendor management and contract negotiation.
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Bilingual proficiency in Spanish.
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Knowledge of health and safety compliance standards relevant to office facilities.
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Ability to operate basic hand and power tools for minor repairs.
Responsibilities:
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Coordinate and oversee routine maintenance and repair activities for office facilities, ensuring timely resolution of issues.
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Manage inventory and procurement of office supplies, equipment, and services to support daily operations.
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Set up workstations.
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Troubleshoot minor tech issues.
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Escalate tickets to IT support team.
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Collaborate with vendors, contractors, and service providers to schedule and supervise facility-related projects and inspections.
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Assist in maintaining compliance with safety, health, and environmental regulations across all office locations.
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Support space planning and office moves, including setup and organization of workstations and meeting rooms.
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Monitor building systems such as HVAC, lighting, and security to ensure optimal performance.
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Respond promptly to facility-related requests and emergencies, providing effective communication to stakeholders.
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Maintain accurate records of maintenance activities, service contracts, and operational expenses.
Skills:
The Facilities and Operations Assistant utilizes organizational skills daily to coordinate maintenance schedules and manage supply inventories efficiently, ensuring uninterrupted office operations. Communication skills are essential for liaising with vendors, contractors, and internal teams to address facility needs and resolve issues promptly. Problem-solving abilities are applied when responding to unexpected facility challenges or emergencies, maintaining a safe and functional environment. Technical skills, including familiarity with building systems and basic repair tools, support the assistant in monitoring and maintaining infrastructure. Additionally, proficiency with office software enables accurate record-keeping and effective management of operational documentation.
