Business Operations Coordinator

Perkins Coie•Austin, TX

6d•Hybrid

About The Position

Perkins Coie is searching for a Business Operations Coordinator who will be responsible for coordinating all day-to-day office operations and facilities support functions within assigned location(s) to ensure a safe, clean, functional, and efficient work environment for lawyers, business professionals, and clients under the direction of the Texas Office Business Director. As a Business Operations Coordinator, you will support internal teams and external vendors to maintain office facilities, manage projects, and implement best practices. You will be responsible for planning and coordinating a variety of events for assigned office(s) and supporting other office responsibilities, including general administrative duties, records management, department assistant tasks, and (backup) reception duties. As part of the Perkins Coie business professional team, this position is responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Business Operations Coordinator is expected to maintain the highest level of professional conduct and confidentiality.

Requirements

Demonstrated ability to express self effectively, both orally and in writing.
Excellent customer service skills and competency in establishing and maintaining effective working relationships with internal stakeholders and external contacts.
Ability to exercise discretion and independent judgment and to shift priorities to meet customers’ demands.
Flexibility to handle multiple projects under pressure and changing priorities.
CPR/First Aid/AED certification (or willingness to obtain).
Basic knowledge of MS Office applications.
High school diploma or equivalent
2-3 years of experience in facilities, office administration, or operations support.

Nice To Haves

Experience using artificial intelligence technologies to enhance productivity, streamline workflows, or support decision-making is preferred.

Responsibilities

Coordinate day-to-day facility operations and maintenance for the office(s), ensuring all aspects of office functionality and workspace readiness are addressed.
Work with contractors, vendors, and internal teams to ensure timely maintenance, repair, and improvement of office space, equipment, and furnishings, including, but not limited to, office appliances, audiovisual systems, cable television, plant care, and supplemental air conditioning for the server room.
Assist with vendor relationships for operations, facilities, and hospitality, including setting up new vendors, while working with the firm’s assigned manager on national accounts.
Coordinate with building management on facilities-related matters, including physical space; security; parking; heating, ventilating, and air-conditioning; and other office maintenance issues.
Coordinate and support planning for office moves and provide on-site direction regarding relocation of furniture.
Oversee office hoteling program, providing guidance and coordination to the hospitality team(s) to ensure workspaces are cleaned, stocked, and fully operational.
Monitor inventory and coordinate space usage to maintain effective support for business needs.
Collaborate with peers, department leaders, and Facilities Center of Excellence to provide efficient and effective delivery of operations services and implement process improvements.
Promote facilities best practices to ensure a consistent and standardized approach across all offices.
Participate in trainings on new processes and standards, actively engage in regular Facilities Center of Excellence meetings, and help to update and maintain document repositories, trackers, and checklists for assigned office(s) to support operational efficiency and compliance.
Implement and support Business Resilience initiatives promoting a safe, healthy, and secure work environment through compliance with federal, state, and local regulations.
Communicate policies and procedures related to emergency response, safety, and security practices, and conduct continual review and improvement of processes.
Support local emergency planning, training, and awareness efforts.
Coordinate office CPR/AED and First Aid certifications and floor warden training.
Assist with reporting safety concerns and promoting continuous improvement in workplace safety practices.
Serve as a member of the local office Business Continuity Team and act in a decisive capacity related to office operations.
Participate in the response team for large-scale events managed by the Business Resilience department and the firm’s Crisis Management Team.
Participate in Business Resilience training and tabletop exercises.
Coordinate visitor management and other security functions in compliance with written policies, standards, and guidelines.
Maintain a safe and secure work environment in compliance with all Occupational Safety and Health Administration regulations, responding to issues raised and escalating to the Business Resilience department for tracking and further resolution.
Assist with office sustainability program, upholding the program as outlined in the firm policy and in conjunction with firm leadership.
Coordinate effective utilization and planning efforts regarding office and storage space, including, but not limited to, tracking use of office space, file space, conference rooms, work rooms, and reservable offices.
Coordinate with the Texas Office Business Director regarding the assignment of lawyer offices.
Coordinate office and workstation moves.
Coordinate office meetings and events, including, but not limited to, welcome receptions, office socials and celebrations, business professional appreciation week, and in-house continuing legal education sessions.
Track office expenditures to keep spending within budgetary constraints.
Code and process invoices and assist with the preparation of both operating and capital budgets related to office expenses.
Coordinate with housekeeping, day porter, and janitorial services as needed to maintain a safe, functional, and welcoming workplace.
Support recycling programs, furniture maintenance, plant maintenance, and other equipment maintenance as needed.
Manage key inventory for parking, offices, and workstations, as well as security badge inventory and access control authorization.
Coordinate operations and facilities-related needs for client meetings and other office events, ensuring appropriate staffing support and collaboration with Office Services and other firm personnel as needed.
Coordinate the pre-arrival, onboarding, integration, and departure activities for office personnel.
Support onboarding process by conducting facilities department orientations and office tours, and by highlighting the firm’s Client Experience Specialist/Client Service Coordinator, catering, and concierge services provided.
Manage departing and new hire facilities-related checklist tasks and facilities department orientation for new lawyers and personnel.
Participate in weekly meetings with the office administrative team and provide a weekly status update to the Texas Office Business Director.
Support ergonomic accommodation efforts and assist with the coordination of vendor assessments and/or equipment purchases as needed.
Manage invoice and expense reimbursement process and reconciliation of the office credit cards, as assigned.
Update all office documents including phone lists, floor plans, emergency response plans, organization charts, and Quick Reference Guides.
Provide backup support to Reception and Client Service Coordinator as needed.
Manage renewals of bar association dues and memberships for the office.
Maintain office library and assist with library requests as needed.
Assist office administration, legal practice and executive assistants, and timekeepers with clerical overload and special project work and administrative support as needed.
Maintain office page on intranet site (Connections) and coordinate with committees to maintain the office calendar of events.
Assist professional standards and records departments with requests as needed.
Manage all catering orders for approved meetings and events, collaborating with hospitality and other firm personnel as needed.
Process all mail delivered to the office including USPS, FedEx, UPS, and special delivery.
Welcome and greet clients and visitors and ensure proper security clearance in accordance with firm policies, notifying supervisor of unique situations.
Coordinate and approve conference room reservations using the firm’s meeting room software.
Work closely with legal practice assistants, executive assistants, and other firm personnel to ensure meeting requirements are met.
Maintain office email distribution lists.
Assist with technology troubleshooting and upgrades as needed.
Perform other duties as assigned.
Be present at work during regularly scheduled working hours and as needed in the position, consistent with the firm’s attendance expectations.