FACILITIES AND HOSPITALITY ASSISTANT

Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking a dedicated Facilities and Hospitality Assistant to join our office support services team in the Charlotte, NC office. The Facilities and Hospitality Assistant is responsible for supporting the firm’s hospitality and facilities services to ensure an exceptional experience for clients, visitors, and employees. The Facilities and Hospitality Assistant plays a key role in delivering professional, detail-oriented service that reflects the firm’s high standards.

 

Essential Duties & Responsibilities:

Client Services:

• Assist in coordinating refreshments, catering, and other amenities for client meetings and events.
• Ensure conference rooms and meeting spaces are clean, stocked, and properly set up for meetings.
• Monitor and anticipate client needs to provide a welcoming and professional environment.

Event Support:

• Support the planning and execution of internal and external events, including seminars, training sessions, and social functions.
• Assist in coordinating with vendors for catering, rentals, and other event services.
• Handle event setup, teardown, and logistics to ensure smooth operations.

Facilities Support:

• Maintain break rooms, kitchenettes, and common areas to ensure cleanliness, organization, and supply availability.
• Restock beverages, snacks, and other amenities to ensure consistent availability.
• Coordinate with the Facilities team to address any maintenance or operational concerns.
• Assist with ordering supplies and maintaining after-hours services as needed.

Administrative Duties:

• Assist in tracking hospitality-related expenses and processing invoices.
• Maintain records of hospitality services, inventory, and event planning details.
• Provide administrative support for hospitality scheduling and coordination.
• Provide reception area coverage as needed. 

 Collaboration:

• Work closely with reception, conference center staff, and office services to provide seamless client and employee experiences.
• Collaborate with HR, marketing, and practice groups to align hospitality efforts with firm initiatives.
• Assist with bereavement acknowledgments on behalf of the firm in coordination with HR.

Specialized Services:

• Deliver white-glove service for high-profile clients or special events.
• Assist in accommodating special dietary needs and last-minute requests with professionalism and flexibility.

 

 

Qualifications & Experience: 

• High school diploma or equivalent required.
• Prior experience in hospitality services, office services, or customer-facing roles in a professional setting required.
• 1-3 years experience in hospitality, customer service, or event planning preferred.
• Proficiency in Microsoft Office and comfort using scheduling or inventory management tools desired.

 

Physical Requirements:

• Medium/Heavy Exert force 10-50 lbs., frequently; and up to 60 lbs., prolonged standing, frequently lift, carry, push, pull, or move objects.
• Frequent standing, walking, pushing, pulling, carrying, reaching, handling, and repetitive fine motor activities. Hearing and speech to communicate in person or over the telephone.
• Frequently required to bend and stoop, grasping, twisting, climbing, balancing, crawling, and kneeling.
• Frequent near acuity and occasional far acuity. Mobility to work in a typical office setting and use standard office equipment. Vision to read printed materials, a VDT screen, or other monitoring devices.
• Varies from indoor exposure to outside weather conditions. Exposure to noise levels ranging from minimal to moderate.
• Hazards: Uneven walking/working surfaces, lifting/carrying of materials, and power/hand-operated equipment and machinery (as related to specific assignment).
• Rarely (does not exist as regular part of job) handle/work with biohazards or risks for potential job-related injury.

 

Work Hours: Monday – Friday, 9:00am – 6:00pm. Regular and in-person attendance is required to perform essential functions of this interactive position. The incumbent may need to work more than the standard 40 hours per week to accomplish essential duties of the position.

Interested and qualified applicants should apply via our website at