Operations Coordinator

The Operations Coordinator provides the first point of contact for the office, creating welcoming and professional experience for employees, visitors, and vendors. This role supports daily office operations by managing front desk responsibilities and high-level administrative processes while partnering with professional staff to ensure effective office coordination, organization and operational support.

Essential Job Duties & Responsibilities

• Serve as a primary point of contact for employees, attorneys, associates, management personnel, visitors, and vendors by providing information, resolving administrative and workflow issues, and directing inquiries appropriately in accordance with management directives.
• Manage front desk and reception responsibilities, including answering incoming telephone lines in a timely, friendly, and professional manner; recording accurate messages; assisting with international calls, conference calls, and paging; and greeting and directing visitors to the appropriate destination.
• Provide direct administrative and operational support to Associates, Partners, Directors, and professional staff, including responding to routine requests and coordinating support needs with appropriate departments.
• Maintain and update arrivals and departures for attorneys, associates, and management personnel, including Leave Phone Message system updates, office space lists, visiting attorney and staff assignments, and STB home page notices related to visits, arrivals, departures, and related functions.
• Support attorney, associate, and staff arrivals, departures, office moves, and furniture deliveries by coordinating logistics with Operations, Facilities, and other internal teams as needed.
• Assist with reviewing and processing invoices for Operations and Facilities and monitor related information to ensure compliance with Firm processes and procedures.
• Support Operations and Facilities projects by coordinating tasks, tracking follow-up items, and helping ensure timely delivery on service commitments.
• Order, maintain, organize, and stock office and department supplies, monitor inventory levels, and support the maintenance of office systems and department operations.
• Maintain clear and accurate operational reports, documents, EAP Plans, Life Safety Fire Warden lists, floor plans, and related administrative records.
• Perform other duties and assist with various projects as assigned .

Education

Required

• High School diploma or GED equivalent required

Preferred

• Associate’s degree preferred

Skills and Experience

Required

• 2-3 years of administrative experience in either financial services, legal industry or a similarly fast-paced environment required
• Ability to effectively, professionally, accurately and promptly present information verbally and in writing
• Ability to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow up and keep management informed by communicating a wide variety of information
• Exceptional interpersonal skills with the ability to interact professionally with a diverse employee and leadership population, Attorneys, customers and vendors
• Basic math skills: addition, subtraction, multiplication, division
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Photo Shop
• Thorough understanding of computer filing systems
• Ability to work independently and in a team environment
• Can organize, prioritize, plan and multi-task work activities in a high-pressure environment
• Proofreading and editing skills with strong attention to detail

Preferred

• 3-4 years’ experience in a corporate/professional environment or equivalent preferred
• Experience with project coordination a plus
• Proficient in Excel with applied computer graphics and reporting skills preferred

Salary Information

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.