senior office operations coordinator

:

perations Responsibilities

• Day-to-day responsibility for ensuring that the third-party Office Services vendor is meeting all components of the service level agreements (SLAs).
• Regularly reviews procedures to suggest value-add improvements and to prepare for anticipated needs and changes. Identifies the needs and trends of the facility to respond to anticipated issues and to achieve cost savings.
• Documents procedures/processes. Establishes and updates sections of the office Operations Manual and all facilities project logs. Provides updates to Operations Manager as appropriate.
• Maintains all first aid and safety equipment, i.e., first aid kits and defibrillators.
• Coordinates repairs and maintenance of supplemental HVAC systems.
• Under the direction of the Operations Manager, establishes and maintains a Facilities Process Spreadsheet which is kept up to date, is complete, and accurate.
• In conjunction with the Operations Manager, coordinates interoffice moves, prepares for new arrivals, and indexes, packs and ships personal items for departing attorneys and staff as required.
• Maintains accurate inventory of office card keys, furniture keys, office door keys, and master keys.
• Reconfigures conference rooms as required including moving furniture for various meetings/seminars and assists the IT Department as necessary with room set-up. Provides additional support to the Office Administrative & Events Specialist and requests additional assistance from the third-party Office Services vendor as required.
• Maintains shredding bins; coordinates pick up with vendor. Ensures compliance with the Firm's Confidential Recycling processes and procedures, including within the conference center.
• Coordinates with building engineers and third parties the repair and replacement of facilities-related items such as light bulbs, miscellaneous fixtures, etc.
• Ensures appropriate nameplates and signage are in place.
• Proactively coordinates after-hours HVAC coverage within established budgetary guidelines.
• Ensures Lobby Directory is always up to date and compliant with local bar rules.
• Coordinates the printing of business cards within firm guidelines with emphasis on local bar rules.
• In conjunction with the Office Operations Manager participates on the local Sustainability Committees and provides thoughtful input on how to drive improvements and enhancements to overall sustainability initiatives.
• Attends and regularly participates on the firm wide US Safety and Security team.
• Updates floor maps regularly using Visio; update facilities-related pages on the firm's intranet.
• Coordinates the office Visitor experience; works with reception, ensures visitor offices are ready. Updates visitor guides regularly and actively participates on the firm wide visitor experience team meetings.

Purchasing Responsibilities

• Responsible for the acquisition of all office supplies and ensuring adequate levels are on hand at all times; monitor office supply inventory.
• Works in collaboration with the Conference Center Specialist and the Office Operations Manager to maintain adequate inventories of office and break room supplies for offices, conference rooms and pantries.
• Assists Office Operations Manager with the negotiations and procurement of all non-computer related equipment and materials, as directed.
• Inspects, validates, and approves all purchasing activities and provides analysis and recommendations for cost reductions.
• Works with the Operations Manager on budget preparation and other special projects.
• Ensures the accuracy of all vendor invoices including proper allocation and timely processing. Determines if recovery efforts are required and follows-up with responsible party to capture.
• Responsible for adhering to established budgets by monitoring expenses directly related to areas of responsibility; seeks out cost-savings opportunities and looks for ways to reduce expenses while maintaining efficiencies.

Billing Responsibilities

• Responsible for coding and billing of facilities procurement and the operational invoices for the office.
• Prepares budget analysis/variance by line item for all office related expenses and presents to Office Operations Manager and Director of Administration each month.
• Ensures accuracy of all vendor invoices, proper allocation, and timely processing. Determines if recovery efforts are required and follows-up with responsible party to capture.

Office Safety

• Works with the Director of Administration and Office Operations Manager to maintain Office Ready documentation.
• Assists with development of Emergency Response Team and assures team is trained in accord with US Safety Team and building management directives, including First Aid, CPR, and AED training.
• Assists with administering the Office Ergonomics Program: advises office personnel regarding ergonomics and best practices, and at the direction of the Operations Manager, approves special ergonomic and adaptive equipment purchases, and provides training in best practices.

Consultant and Vendor Management

• Works closely with the Operations Manager to assist in negotiation of maintenance and equipment contracts. Negotiates with outside consultants and vendors for required products and services, and coordinates finalization of contracts with Firm sourcing.
• Is aware of and monitors terms of contractual agreements, including investigating and analyzing complex problems and situations in collaboration with the Office Operations Manager, to provide workable and efficient solutions and recommendations with regard to negotiations, changes in systems, or major purchases
• Establishes and monitors preventative maintenance schedules with outside vendors.

Client Service, Confidentiality, and Safety

• Consistently promotes and models the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
• Ensures compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
• Adheres to the Firm's General Safety Practices and any unique safety practices for department and building.

Ideal Candidate

QUALIFICATIONS

Education and Experience

• High school diploma and five years of related experience in office services and facilities operations, including office supply/equipment purchasing.
• Previous experience in a professional services environment preferred.
• Computer proficiency required; Microsoft Office Suite with proficiency in Microsoft Excel.
• Expertise in online database and Intranet research; ability to apply technology proactively to support client service objectives.

Job Type: Full-time

Salary: $40,368.70 - $89,542.55 per year

Experience:

• Law office: 5 years (Required)
• office operations: 6 years (Required)

Work Location: In person