Operations Coordinator

Job Summary & Objectives

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

The Operations Coordinator provides high level operational and administrative support for the Boston Office to help ensure the smooth and efficient operation of the workplace. This role oversees reception and the visitor experience, conference room and visitor office coordination, internal and external meeting support, office readiness, and day-to-day facilities and workplace operations. The Operations Coordinator partners closely with assistants, IT, building management, and external vendors to anticipate needs, coordinate resources, maintain operational standard and ensure a professional organized and welcoming office environment.  

Essential Job Duties & Responsibilities

• Provide administrative support for office- and operations-related initiatives
• Oversee reception and visitor experience to ensure a professional, engaging and welcoming environment for clients, visitors and employees, including providing reception coverage when needed.
• Coordinate and oversee the conference and visitor reservations systems
• Coordinate and handle projects to ensure timely delivery of service commitments
• Maintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist in annual budget process
• Assist with reviewing, processing, and tracking invoices using Chrome River
• Coordinate physical security efforts, including EAP Plans, Life Safety Fire Warden lists, and updated floor plans
• Monitor office, pantry and kitchen supplies, overseeing the ordering and inventories for all supplies
• Assist with personnel arrivals and departures, providing support and coordination of office moves and furniture deliveries
• Assist with office-wide communications and correspondence, including office announcements and notices for visitors, arrivals, departures, and related functions
• Provide phone and mailbox coverage to ensure quality and timely responses;
• Coordinate day-to-day vendor visits and services and serve as point of contact in accordance with management directives
• Monitor reoccurring services, confirm work completion and complete invoice entry and verification
• Support employee onboarding and offboarding, including stakeholder communication and logistics coordination, ensuring legal compliance and seamless processing
• Ensure compliance with Firm processes and procedures and escalate to appropriate parties as necessary
• Support the global Facilities and Operations departments as needed
• Perform other duties and assist with various projects as needed

Education

Required

• High School diploma or GED equivalent

Preferred

• Associate or Bachelor’s degree

Skills and Experience

Required

• Minimum 2-4 years of administrative experience in financial services, legal, hospitality, or a similarly fast-paced environment
• Excellent interpersonal skills with the ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendors
• Ability to deliver exceptional customer service at all times, exercise courtesy and diplomacy with Firm personnel and external visitors and vendors
• Ability to effectively, professionally, accurately, and promptly present information verbally and in writing
• Highly dependable and demonstrated consistent, effective administrative performance for the accomplishment of responsibilities and defined objectives
• Ability to organize, prioritize, plan, and juggle work tasks to meet internal and external deadlines
• Ability to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow up and keep management informed by effectively communicating a wide variety of information and evolving situations
• Uphold and enforce established Firm policies and procedures; assist in developing or revising procedures and practices as directed
• Ability to work independently and in a collaborative team environment
• Proofreading and editing skills with strong attention to detail
• Basic math skills: addition, subtraction, multiplication, division
• Proficiency in MS Offic