Operations Coordinator

Overview

Provide high-level administrative support to members of the Operations Department by performing a wide range of tasks in several areas.

Responsibilities

• Works closely with the Associate Director of Operation on all operations of the office, including working closely with the facilities department.
• Maintains and updates building and vendor contact lists and distributes to team on a regular basis.
• Assists with updating Operations vacation and events calendar noting specific internal and external events that effect the department. Examples include fire drills, Summer and Fall associate start and end dates, rotation moves building holidays and NYC travel alerts.
• Schedules recurring department meetings and external vendor meetings, reserve conference rooms, send invites and order refreshments as needed.
• Process monthly invoices for external vendors, consultants and internal departments.
• Assists with communications between Milbank and building management office.
• Uses SV3 system to submit and update COI’s; makes delivery and freight reservations for vendors.
• Communicates with vendors regarding COI requirements and submissions.
• Assists with building systems controls for temperature (BMS system)
• Submits requests to building engineers when assistance is needed. (Yardi)
• Maintain familiarity with facilities management software to assist as needed in coordinating space planning, seat assignments and move scenarios
• Submits information to the building regarding electrical, plumbing and construction work. (Wrike system)
• Requests overtime HVAC when needed for holidays/weekends. (Genea system)
• Maintains familiarity with floor plan software to assist as needed with additions and changes to employees on plans, request CAD changes, generate space and occupancy reports.
• Assist in gathering and entering ESG data into our software system.
• Responds to a variety of inquiries from Milbank staff and contingent employees to provide information and direction and facilitate communication between internal departments and/or external groups.
• Assists with ordering of basic supply items, specialty items and work from home technology according to Milbank’s policies and procedures. Orders and tracks WFH equipment, providing authorized equipment and direct shipping to recipients. Enters order details such as employee, vendor, dates, quantities into internal databases.
• Provide back up for business card ordering.
• Tracks and ensures timely delivery of orders; resolves shipping issues.
• Maintains updated records of purchased products, delivery information and invoices.
• Assists with monitoring stock levels of certain items and orders as needed.
• Performs other purchasing related duties as assigned.
• Provides the EMS assistance under the direction of the Office Services Manager.
• Solicits feedback from end users for all functions to ensure accuracy, efficiency and possible improved processes for excellent customer service.
• Adds visitors to Milbank portal.

The anticipated base salary range offered for this role will be between $60,000 to $75,000 and represents the firm’s good faith and reasonable estimate of the base compensation range. Actual base compensation will be dependent upon several factors, including but not limited to the candidate’s relevant experience, performance, qualifications, degrees, and location, as well as the needs of the firm.

Qualifications

• Bachelor’s degree is 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 (internal and external)
• Excellent interpersonal skills and a strong team player.