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Occupancy Planner & Facilities Coordinator
Location: Indianapolis
Pay Type: Hourly
Department: General Administration
Job Description:
The Occupancy Planner & Facilities Coordinator is responsible for coordinating various facility services to create an optimal working environment in our multi-office buildings. The employee will be responsible for overseeing our outsourced vendors with purchasing and par-levels for office supplies. This person will be the liaison with the firm’s facility vendors in all locations. The employee must be capable of working in a fast-paced environment with time-sensitive materials and maintain strict confidentiality due to the nature of the position.

Essential Job Duties: 
•Analyze space requirements and provide conceptual space plans and recommendations to the Facilities Manager
•Liaise with the Facilities Manager to proactively anticipate facility, vendor and building needs 
•Draft and coordinate facilities communications 
•Identify areas for improvement and propose solutions 
•Strategize with department/office leads on new processes or new sourcing options to reduce supply costs without sacrificing quality 
•Manage procurement of office suppliers using a standard Request for Proposal (RFP) process, including market research on pricing trends, sourcing and interviewing vendors, negotiating, and acquiring the most cost-efficient contracts
•Maintain organizational partnerships with strategic and profitable suppliers/vendors
•Manage building equipment and supply needs, including furniture, kitchen appliances, office supplies, and climate control
•Maintain the firm’s building emergency and evacuation plans for multiple offices and ensure the firm’s intranet site is up to date 
•Assist with managing projects, including but not limited to office remodels, internal office moves, construction, and building improvements
•Coordinate initial office set ups or office relocation for team members, including but not limited to ordering name plates, briefcases, business cards, etc.
•Maintain and monitor spending against the firm’s budget
•Manage building and equipment maintenance, including scheduling and documentation

Minimum Requirements:
•High School Diploma required 
•3-5 years of experience working in a facilities or maintenance environment required 
•Strong service orientation in working with a diverse group of professionals across the organization 
•Ability to prioritize and carry out work assignments independently with minimal supervision
•Advanced proficiency in office software, including knowledge of all Microsoft Office products and AutoCad
•Ability to perform the physical requirements of the position, including heavy lifting
•Must have a valid driver's license
•Adhere to general safety practices while carrying out duties
•Ability to work overtime and be on call, as needed, to assist with any employee needs to be able to continue working effectively
•Travel as needed 
•Must be able to perform all essential duties

Candidates must have permanent authorization to work in the United States. In addition, candidates must be fully vaccinated for Covid-19, except those who have an approved medical or religious exemption.

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. In order to succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website.

Ice Miller is an Equal Opportunity Employer.
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