• Location: New York NY
• Type: Perm
• Job #25016

Company Overview:
A prestigious international law firm with a legacy dating back to 1866, known for its elite capabilities in corporate finance, capital markets, and litigation, is seeking an Operations Coordinator to support its Operations Department in New York City.

Job Responsibilities:

• Work closely with the Associate Director of Operations on all office operations, including facilities management.
• Maintain and update building and vendor contact lists.
• Assist with updating Operations vacation and events calendar.
• Schedule department and vendor meetings, reserve conference rooms, and order refreshments.
• Process monthly invoices for external vendors and internal departments.
• Assist with communications between the firm and building management.
• Use the SV3 system for COI submissions and vendor reservations.
• Communicate with vendors regarding COI requirements.
• Assist with building systems controls and submit requests to building engineers.
• Maintain familiarity with facilities management software for space planning and move coordination.
• Submit information for electrical, plumbing, and construction work.
• Request overtime HVAC for holidays/weekends.
• Maintain familiarity with floor plan software for employee additions and changes.
• Assist in gathering and entering ESG data into the software system.
• Respond to inquiries from staff and facilitate communication between departments.
• Assist with ordering and tracking of supply items and work-from-home technology.
• Provide backup for business card ordering and track order deliveries.
• Maintain records of purchased products and invoices.
• Monitor stock levels and order as needed.
• Provide EMS assistance under the direction of the Office Services Manager.
• Solicit feedback from end users to improve processes and customer service.
• Add visitors to the firm’s portal.

Qualifications:

• Bachelor's degree preferred.
• 2 years’ experience in a law firm with a background in customer service, facilities, or general contracting.
• Proficiency with Word, Outlook (Calendar Management), and Excel required.
• Knowledge of EMS, various facilities software packages, and financial systems (Emburse Enterprise).
• Excellent oral and written communication skills.
• Ability to work under pressure and manage time effectively.
• Ability to prioritize and multitask.
• Initiative and independent decision-making ability.
• Strong customer service focus.
• Excellent interpersonal skills and a strong team player.

Compensation:
Salary: $60,000 – $75,000