About the role

Workplace Operations Coordinator at Ellis Porter ensuring effective management of facilities and vendor relationships. Support day-to-day operations in a growing immigration law firm environment.

Responsibilities

Support the Director of Operations with daily oversight of office facilities, including maintenance scheduling, workspace organization, and modernization initiatives
Monitor and track office repairs, maintenance requests, and preventive maintenance schedules to ensure a safe and functional workplace
Manage office supply inventory, equipment orders, replacements, and vendor relationships to maintain efficient operations
Serve as the primary point of contact for facilities-related concerns from staff, coordinating with building management and other external partners for resolution
Partner with the IT team and Managed Service Provider (MSP) to coordinate infrastructure projects, device placements, and cabling needs
Assist in office-related budgeting, expense tracking, invoice processing, and asset management, including preparation for personal property tax reporting
Support office moves, workstation setups, and space utilization initiatives to align with firm growth and modernization efforts
Track vendor performance using scorecards and action plans to ensure quality and accountability
Monitor and enhance the front desk and visitor experience through best practice checklists, signage reviews, and regular process improvements
Contribute to firmwide operational initiatives such as emergency preparedness planning, sustainability programs, vendor evaluations, and workplace safety
Participate in cross-departmental projects, events, and initiatives that advance the firm’s operational goals

Associate or bachelor’s degree in Business Administration, Facilities Management, or a related field (preferred)
2+ years of experience in office operations, vendor management, facilities coordination, or administrative support (experience in a legal or professional services environment a plus)
Excellent organizational, documentation, and project coordination skills with attention to detail and accuracy
Proficiency in Microsoft 365 applications (Outlook, Excel, Teams, SharePoint)
Strong interpersonal and communication skills with the ability to collaborate effectively across all levels of the organization
Proven ability to manage multiple priorities, resolve issues resourcefully, and maintain composure in a fast-paced environment
Sound judgment, professionalism, and discretion in handling confidential or personnel-related information
Basic understanding of IT and network infrastructure, with the ability to coordinate effectively with technical teams and vendors
High adaptability and initiative with a proactive mindset to anticipate needs and propose process enhancements
Commitment to operational efficiency, continuous improvement, and supporting an inclusive and collaborative workplace