Office Operations Coordinator

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Chicago office, as an Office Operations Coordinator.

The Office Operations Coordinator works collaboratively with department management ensuring a high level of administrative, technical, and professional support while providing the Chicago office a high level of customer service.  Supports Firm policies and procedures, including but not limited to facilities and operations requests.  The Office Operations Coordinator will also focus on the maintenance and functionality of physical workspaces and office surroundings. Responsibilities include assisting with overseeing vendor contracts and preventative maintenance agreements. This role is essential in ensuring that the work environment is safe.

Essential Functions:

• Receives, tracks and follows-up as necessary on service calls placed by MB personnel related to facilities and operations, works to resolve issues that affect operational efficiency
• Places special cleaning requests for housekeeping night staff including carpet cleaning, disinfecting, and out of the ordinary cleaning, follows up as appropriate to ensure completion
• Performs weekly floor inspections to identify problem areas and necessary repairs and clean up areas
• Processes and activates keycards into C-CURE database; with proper approval, assigns access to restricted areas of the Firm
• Works with building personnel to register and program loaner keycards, assigns appropriate access and maintains log to ensure keycards are returned
• Generates keycard reports as requested by department leadership or Firm Management
• As requested by department leadership, collaborates with Human Resources and department leaders to coordinate new hire locations for business services personnel and attorneys
• Processes requests for visitor offices, confirms bookings and communicates with ancillary departments; ensures that visitor offices are clean, equipped as appropriate, and updates nameplates in advance of arrival
• Creates and distributes relocation sheets for new hires, internal moves and separations; assists department management with all interoffice moves
• Engages new and current employees to conduct ergonomic reviews and follows up to make sure all corrective measures are implemented in a timely manner
• Coordinates, schedules and manages logistics related to vendors and contractors and notifies building management as appropriate; facilitates communication and information flow within the organization and with external vendors including the collection and disbursement of COI’s and other insurance related documentation
• Coordinates scheduling and maintenance of various vendor responsibilities including but not limited to: pre-action alarm systems, HVAC, commercial kitchen equipment, etc.
• Creates and maintains monthly phone directories for Firm hallway locations as well as paper and electronic use
• Creates GlobalNet entries as requested by HR and ADR; creates classified listings as requested; ensures information on GlobalNet relating to each building and operational departments is accurate and up to date
• Works with department management in regards to MB safety teams for training and evacuation drills at both Firm buildings; responsible for keeping safety teams roster up to date
• Assists with 911 emergency calls following up with building security and MB personnel
• Reviews and processes day to day vendor invoices utilizing the Firm’s accounts payable application
• As requested by department leadership, provides metrics and tracking as it relates to various vendor engagements as well as building work orders while noting trends
• Assists with gathering data using various methods for monthly Firm attendance reports; requiring advanced Excel proficiency
• Assists with budget preparation and expense management for operational activities
• Works with and coordinates appropriate tasks to student interns
• Maintains Certified Office Ergonomics Evaluator certification via classes sponsored by the Firm
• Utilizes Firm technology and software to streamline operations and enhance reporting capabilities, identifies areas for improvement
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications:

• High School or GED required, Bachelor’s degree a plus

Professional Experience: 

• A minimum of 3-5 years’ of previous administrative/reception and customer service experience required
• Previous work experience in a legal environment is a plus

Technical Skills: 

• Proficiency in Microsoft Office products required; strong analytical abilities with complex Excel functions
• Knowledge of automated conference room booking software a plus
• Certified Office Ergonomics Evaluator a plus
• Experience utilizing building management office ticketing systems a plus
• Experience utilizing C-Cure cardholder access database a plus
• Proficiency in AutoCAD a plus

Performance Traits: 

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Demonstrated ability to manipulate and analyze large data sets within Excel
• Adept at multitasking, overseeing a variety of operational aspects such as logistics, resource allocation, and process optimization
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

The typical pay scale for this position is between $59,600 and $78,800, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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