Smith Anderson

Oversees daily facilities maintenance, vendor relationships, and office operations to ensure a productive workplace. | Requires 5+ years professional experience, strong organizational and communication skills, and a bachelor's degree or equivalent. | Smith Anderson is a well-established and dynamic mid-size law firm providing top-tier legal services to clients across a range of industries. We value a collaborative, innovative, and inclusive culture where our people are empowered to grow professionally and make meaningful contributions every day. We are seeking an Office Services and Facilities Coordinator to support the operation of our office and help create a safe, welcoming, and productive workplace. This role coordinates office services, facilities operations, vendor relationships, building access and security systems, office moves, space planning and records management. The ideal candidate is a highly organized, detail-oriented professional with strong communication and customer service skills. Success in this role requires sound judgment, attention to detail, and a proactive approach. Primary Responsibilities: * Oversee coordination and scheduling of facilities maintenance, office services, and receptionist functions to ensure the Firm’s needs are serviced appropriately. * Work with internal clients, outside vendors, and contractors to ensure facilities are operational; monitor and manage service standards and ensure resources are utilized to achieve business objectives efficiently. * Responsible for assigning and tracking building access cards and parking transponders for all employees. * Maintain attendance reports. * Program and maintain alarm systems. * Recommend providers and oversee contracts for outside services, including copy machines, security, furniture, document storage, document shredding, and building maintenance. * Review and approve related invoices for payment or resolve disputed charges as necessary for various vendor invoices. * Plan and coordinate employee, office, and equipment moves. * Coordinate space planning for future hires with various departments. * Support records management initiatives, including, but not limited to, the following: * Oversee day-to-day file destruction operations, ensuring the project remains on track and applicable policies and procedures are followed. * Maintain a master database to identify Firm “destroyed” files. * Maintain a master database to identify current records stored at an off-site facility. * Maintain a master database to identify and control items placed in the Firm safe. * Perform other duties as assigned, including, but not limited to, the following: * Maintain current Fire Marshal, AED, and CPR training, as applicable. * Update Maptician. * Maintain the notary list. * Maintain parking validation software. * Maintain Prizm and Genea applications for building tickets and HVAC. * Maintain the artwork collection. Qualifications: * 5+ years of experience in a professional business environment. * Must be service- and safety-oriented, with good knowledge of law firm office support practices. * Must be able to manage contractors, plan and manage moves, and understand budget preparation and budget management. * Must have the ability to analyze, respond to, and resolve a variety of facility, service, and space issues. * Effective verbal, presentation, and listening skills when communicating with internal clients, including lawyers and business professionals, and vendors regarding issues. * Must be able to maintain confidentiality and work on a need-to-know basis. * Highly proficient in Microsoft Office. Education: * Bachelor’s degree in business or equivalent related work experience. Smith Anderson is an equal opportunity employer committed to creating and maintaining a diverse work force. It is the policy of this Firm to recruit, hire, train, develop, promote, and compensate employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, genetic information, disability or covered veteran status.

Provide administrative and operational support across key human resources functions including payroll, recruiting, onboarding, benefits, and employee records. | 1-2 years of administrative or HR experience preferred, proficiency in Microsoft Office, strong attention to detail, and willingness to learn HR practices. | JOB TITLE: Human Resources Coordinator STATUS: Non-Exempt Type: Full Time Smith Anderson is a well-established and dynamic mid-size law firm, providing top-tier legal services to clients across a range of industries. We value a collaborative, innovative, and inclusive culture where our people are empowered to think big, grow professionally, and make meaningful contributions every day. We’re seeking a Human Resources Coordinator to add to our Human Resources team. The Human Resources Coordinator provides administrative and operational support across key human resources functions. Primary areas of support include payroll administration, recruiting and onboarding coordination, benefits administration, employee records, training logistics, and general HR support. This position is well suited for an organized, detail-oriented professional who is developing HR knowledge and experience. The role requires confidentiality, accuracy, strong follow-through, and the ability to communicate professionally while working under the guidance of the Human Resources Manager. Primary Responsibilities: • Payroll Processing • Assists with maintaining the firm’s time and attendance system, payroll processing, and payroll reporting, and helps respond to routine employee inquiries. • Enters and maintains employee payroll changes in ADP under appropriate review; assists with routine reports. • Assists with audits and ad-hoc reporting requests as needed. • Employee Relations • Assists in maintaining the firm’s HR policies, procedures, and employee handbook. • Supports the HR team with compliance-related administrative tasks and helps ensure HR records and processes are accurate and current. • Prepares routine employee documentation, assists with separation paperwork as directed, and maintains personnel records for accuracy and completeness. • Provides written and verbal employment verifications as requested. • Benefits • Assists employees with routine benefit inquiries and helps coordinate follow-up on claims, coverage questions, and issue resolution. • Processes benefit enrollments, terminations, and changes; assist with annual open enrollment and benefits communication. • Recruiting and Onboarding • Supports the recruitment process, including job postings, resume routing, candidate communication, interview scheduling, and reference check coordination. • Conducts background screenings for all prospective team members. • Coordinates new hire onboarding tasks and helps ensure timely completion of required documentation. • General HR Support• Maintains a high level of professionalism and confidentiality in all HR matters. • Provides information, reports, and support to the Human Resources team as requested. • Assists with special projects and initiatives to enhance HR operations and employee engagement. Qualifications: • 1–2 years of administrative or human resources experience preferred; internship experience will be considered. • Basic knowledge of HR practices and employment-related compliance concepts, with a willingness to learn and apply guidance. • Excellent interpersonal and communication skills, with the ability to exercise sound judgment and discretion. • Proficiency in Microsoft Office, with emphasis on Word and Excel; experience with payroll or HR systems, including ADP, preferred. • Exceptional attention to detail, organization, and follow-through. Education: • Bachelor’s degree in human resource management, business administration, or equivalent work experience • SHRM or HRCI certification preferred but not required. Smith Anderson is an equal opportunity employer committed to creating and maintaining a diverse work force. It is the policy of this Firm to recruit, hire, train, develop, promote, and compensate employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, genetic information, disability or covered veteran status.