Facilities & Records Coordinator

Overview

At MoFo, we couldn’t write our own success story without yours. Ready to write your story?

Join MoFo as a Facilities and Records Co-ordinator in our Operations team!

This role is based in our London office: https://www.mofo.com/offices

ABOUT THE ROLE

RESPONSIBILITIES: Under supervision, is responsible for management of day to day facilities and office services for the London office. Ensures building, equipment and furniture are kept in good repair. Purchases and maintains office supplies. Manages office services relating to mail/messenger, reproduction and supplies. Monitors vendor relationships and contract renewals. In collaboration with the Senior Operations Manager is responsible for future office moves, build-outs or redesigns.

Client Service and Satisfaction in Office Services

1. Ensure that internal and external clients receive exemplary, seamless support in all aspects of job position.
2. Proactively communicate with internal and external clients to ensure position needs are met.
3. Regularly review client service procedures and standards related to position; identify and implement enhancements to client service.

Facility and Equipment Maintenance

1. Maintain and keep the London office in good repair, including maintaining internal space, furniture, fixtures, plumbing, lighting, A/V services; HVAC system and equipment.
2. Maintain a current, accurate inventory of all office (non-IT) equipment.
3. Oversee cleaning services to insure meticulous maintenance of premises. Liaise with superior Landlord to resolve issues in a timely manner.
4. Coordinate annual maintenance schedules and warranties internally and with outside services for maintenance of carpets, glass, wood, vinyl tile, deep cleaning of restrooms and kitchens.
5. Put in place planned preventative maintenance programme for all equipment, but with particular reference to the Conference Suite.
6. Review the condition of Firm-owned equipment and furniture and make recommendations on repair or replacement.
7. Develop and maintain vendor relationships, including negotiating vendor pricing, determining nature and scope of services required, negotiating contract terms; tracking contract renewals, and conducting market analysis to ensure vendor pricing remains competitive.
8. Collaborate with Office Services Manager in coordinating inter-office moves, including desktop setups.
9. Coordinate space planning and office moves with Office Services Manager and Director of Administration.

Office Services Responsibilities

1. Mail/Messenger/Reprographics

1. a. Cover for Office Services Co-Ordinator in time of absence or when support is needed.

2. Purchasing:

1. a. Using established vendor relationships, budgets, and guidelines provided by the Senior Operations Manager purchase office supplies and small equipment. May participate in new vendor selection including drafting requests for proposals, obtaining competitive bids and checking vendor references.
2. b. Ensure proper stocking of supplies in supply areas, including printed stationery. Recycle and ensure restocking of unused supplies from areas throughout the office.
3. c. Ensure the workstation or office of new arrivals is stocked with signage, office supplies, equipment and standard office resource materials in advance of arrival whenever possible. d. Review invoices for accuracy and completeness prior to submission to the Senior Operations Manager.

3. Office Security, Health & Safety

1. a. Issue swipe cards and miscellaneous keys; maintain accurate and current list of key holders.
2. b. Together with Senior Operations Manager coordinate emergency program including Fire Certificate, fire drills and annual inspection by the Fire Marshall and maintaining fire extinguishers.
3. c. Co-ordinate office Health and Safety program; assess risks, coordinate and keep an up-to-date log of all DSE ergonomic assessments, organise training and ensure office remains current with any changes in UK legislation.
4. d. Assist in Facilities orientation for new personnel. Carry out Health and Safety training for all new members of the office.
5. e. Adhere to the Firm's General Safety Practices and to any unique safety practices for the department.

Visiting Attorney Support

1. Provide assistance and support to all visiting attorneys from all the other MoFo offices.
2. Ensure all offices used by visitors from other MoFo offices are set up and ready for use.

3. Records Oversee the Records department in the following areas:

1. a. Liaising with off site storage vendor to ensure compliance with service contract. Reviewing service levels from off site storage vendor as necessary.
2. b. Ensures that folders are created accurately for new, existing and closed matters and effectively coordinate related processes such as reconciliation of the database with eWork new matter requests, updating folder setups, entering folder titles, and checking out folders to appropriate attorneys.
3. c. Complete inventories of files by ensuring all folders have barcodes, verifying database locations, match the physical locations, and associate files to attorneys or locations by scanning each file.
4. d. Ensures that folder labels are updated when changes occur, including when client and matter names or numbers change, folder titles, folder codes or offices change, or when ethical walls or legal holds are implemented.
5. e. Ensures that the centralised (in the Records Room) records management file space is maintained, including auditing, shift, transit of items in and out, filing documents accurately into the folders held within this system.
6. f. Ensures there are adequate supplies of records stationery.
7. g. Oversee the preparation of boxes for off site storage, adhering to the Risk Management policies of document retention, ensuring all folders are accounted for in the database and bar-coded, and the proper disposition is applied. Collect and organise files for review for file transfers, audit reviews, legal holds, etc. Coordinate a location for the review, if one hasn’t been pre assigned, request the files for delivery, arrange the files by client, matter and folder code, and ensure all folders have been delivered and checked out to the appropriate attorney.
8. h. Ensures invoices are processed accurately, maintaining maintenance records of file movements.
9. i. Responsible for all Records training required for the office and the induction of new joiners.

ABOUT YOU

The Office Operations Department exists to provide service. Every employee in the department is expected to deal courteously, responsively, and competently with our customers, including staff, attorneys, clients, Firm managers, and vendors. All employees are expected to demonstrate behavior consistent with Morrison & Foerster's Operating Principles.

ABOUT MOFO

At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.

• About Us: https://www.mofo.com/about
• Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
• Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono
• The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation

ABOUT OUR BENEFITS

MoFo offers a comprehensive benefits package starting on your first day.

• Avariety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.

Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The application deadline is 1 November 2026.

For questions regarding this position, please e-mail jobs@mofo.com

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