Operations Coordinator at a fast - growing company providing affordable digital textbooks. Supporting various teams and acting as a central contact point for employee inquiries.
EA
Hybrid Workplace Operations Coordinator
Posted 3 months ago
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
Requirements
- 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
Benefits
- Competitive compensation
- Health/dental/vision/life insurance benefits
- 401(k)-retirement savings plan with employer-matching
- Generous paid-time-off policy
- Casual attire
- Plenty of free food
- Regular opportunities for exposure to international cuisine and culture
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