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About the Role

The Facilities and Real Estate Coordinator provides administrative and coordination support for the firm's real estate, facilities, workplace, and office operations. This role is ideal for a motivated self-starter looking to join an innovative, growing law firm with a long history.

Responsibilities

Assist with office relocation, renovation, space planning, and workplace improvement initiatives.
Coordinate project logistics, maintain project files, prepare meeting agendas and minutes, and track action items.
Attend construction, renovation, and office buildout meetings to document discussions, distribute meeting notes, and track follow-up items.
Assist with furniture procurement, inventory management, deliveries, installations, and workstation assignments.
Coordinate site visits and assist with punch list tracking and follow-up activities.
Travel to firm office locations as needed to support relocations, renovations, office openings, furniture installations, space planning activities, and other facilities initiatives.
Maintain project documentation, departmental files, and project-related records.
Coordinate vendor communications, service requests, scheduling, and follow-up activities.
Assist with processing expense reports, invoices, check requests, and project-related documentation.
Manage calendars, schedule meetings, coordinate conference room reservations, and organize project meetings.
Assist with updates and maintenance of CAD drawings, floor plans, occupancy records, and space utilization information.
Facilitate internal workstation and office relocations.
Maintain tenant escalation spreadsheets and related reporting.
Prepare office and workstation signage.
Track preventive maintenance contracts, vendor service schedules, and contract renewal dates.
Assist with office openings, moves, reconfigurations, and workplace improvement initiatives.
Provide general administrative support to the Office Services and Real Estate Management department.

Requirements

2+ years of experience in administrative support, facilities coordination, office/workplace services, project coordination, or related role.
Strong proficiency with Microsoft Office products.
Excellent attention to detail and follow-through.
Strong organizational, time-management, and problem-solving skills.
A valid NYS driver’s license with a clean driving record.
Ability to manage multiple projects independently and collaboratively in a fast-paced environment.
Comfortable working in the office fully onsite.

Skills

Microsoft Office products
Administrative support
Facilities coordination
Office/workplace services
Project coordination
Space planning
Building systems
CAD drawings
Floor plans
Occupancy records
Space utilization information
Vendor communications
Expense reports
Invoices
Check requests
Calendar management
Meeting scheduling
Conference room reservations

Location

Rochester, NY

Work Type

Onsite

Experience Level

2+ years

Education Level

Associate or bachelor’s degree (preferred)

Salary/Compensations

$26.45 - $32.70/hour

About the Company

Harris Beach Murtha formed in 2025 via the combination of Harris Beach PLLC and Murtha Cullina LLP.
A forward-thinking and innovative partnership with the benefit of more than 250 years of combined history, Harris Beach Murtha’s New York roots reach back to 1856 and the firm has had ties to New England since 1936.
Harris Beach and Murtha Cullina were separately among the country’s top law firms as ranked by The National Law Journal.
Harris Beach Murtha and its subsidiaries have a strong Northeast presence, but a global reach.
Clients include Fortune 100 corporations, privately held companies, emerging businesses, public sector entities, tax-exempt organizations and individuals.
The firm’s practice areas and industries served span appellate law, business litigation, commercial real estate, construction, corporate, environmental, energy, financial institutions, financial restructuring, government compliance and investigations, health care, immigration, intellectual property, labor and employment, mass torts, medical and life sciences, political law, product liability, public finance, tax, and trusts and estates.
The firm’s lawyers and consultants practice from offices throughout Connecticut in Bantam, Hartford, New Haven and Stamford; New York state in Albany, Buffalo, Ithaca, New York City, Rochester, Saratoga Springs, Syracuse, Long Island and White Plains, as well as in Boston, Massachusetts and Newark, New Jersey.

Equal Opportunity

Harris Beach Murtha recognizes everyone has a right to be included.
Harris Beach Murtha is committed to an inclusive environment and we welcome applications from diverse candidates with varied background and skills, including military experience.
Harris Beach Murtha Cullina PLLC is an Equal Opportunity Employer.
The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination.
It is the policy of Harris Beach Murtha Cullina PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment.
Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited.
Harris Beach Murtha complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.