Operations Coordinator - Procurement, Records Management, and Matter Logistics
Kobre & Kim•New York City, NY
•$75,000 - $118,000•Onsite
About The Position
The Operations Coordinator supports the Director of Procurement, Records Management, and Matter Logistics Services (MLS) with firmwide operational initiatives. The role provides day-to-day coordination and administrative support across procurement, vendor management, records management, information governance, corporate travel, matter logistics, project management, reporting, and process improvement. The coordinator helps ensure projects, vendor engagements, records initiatives, matter logistics activities, and administrative processes are completed efficiently, accurately, and on time. The role calls for exceptional organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced global environment.
Requirements
- 2–5 years of experience in operations, procurement, project coordination, business administration, legal operations, or professional services.
- Strong organizational and project-management skills.
- Experience coordinating vendors, contracts, budgets, or operational projects.
- Advanced proficiency in Microsoft 365 applications, especially Excel, PowerPoint, Teams, and Outlook.
- Strong written and verbal communication skills.
- Ability to manage multiple competing priorities with exceptional attention to detail.
- High degree of professionalism, discretion, and confidentiality.
Nice To Haves
- Bachelor's degree preferred.
- Experience working in a law firm, consulting firm, financial services environment, or other professional services organization preferred.
Responsibilities
- Coordinate procurement requests, vendor onboarding, contract administration, and approval workflows.
- Research vendors, gather pricing proposals, prepare bid comparisons, and support sourcing activities.
- Maintain vendor records, contracts, renewal schedules, and procurement documentation.
- Assist with contract negotiations, invoice reviews, vendor performance tracking, and procurement savings initiatives; maintain procurement reporting dashboards.
- Coordinate vendor meetings, presentations, demonstrations, and follow-up actions.
- Coordinate records retention, destruction, archive management, and records requests; maintain documentation, inventories, and audit trackers.
- Support records remediation projects, information governance initiatives, and vendor activities related to records storage and retrieval.
- Maintain policy documentation, procedural guides, and training materials; track project milestones and follow up with stakeholders.
- Support planning and execution of trial logistics, war rooms, deposition sites, and offsite matter operations.
- Coordinate hotel blocks, meeting space, transportation, catering, printing, equipment rentals, and other logistical requirements.
- Prepare and maintain budgets, intake forms, planning trackers, operational dashboards, and project timelines.
- Coordinate communications among case teams, vendors, consultants, and internal stakeholders.
- Maintain MLS playbooks, templates, command centers, and knowledge-management resources.
- Coordinate travel arrangements, itineraries, accommodations, and transportation for attorneys and business professionals; support the firm's travel program and hotel relationships.
- Assist with planning partner meetings, retreats, client events, and operational gatherings; coordinate invoicing, deposits, billing requirements, and post-event reconciliation.
- Maintain vendor and venue databases and renewal calendars.
- Maintain project plans, status reports, dashboards, meeting notes, and action-item trackers; prepare operational reports, procurement savings summaries, vendor metrics, and project updates.
- Schedule meetings and coordinate follow-up activities for operational initiatives; manage documentation, approvals, and workflow tracking in internal systems.
- Assist with presentations, training materials, and executive reporting packages.
- Manage the Director's calendar, meetings, travel, and scheduling; prioritize incoming requests and follow up on action items.
- Draft correspondence, reports, process documentation, and meeting materials while maintaining confidentiality regarding vendor negotiations, matter logistics, personnel information, and firm operations.
- Support special projects and other operational initiatives as assigned.
Benefits
- Annual discretionary bonus may be available.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
Upload and Match Resume
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
