Senior Coordinator, Operations
About The Position
Simpson Thacher & Bartlett LLP is an international law firm established in 1884, with approximately 2,000 lawyers and offices around the world. The Senior Operations Coordinator provides high-level operational and administrative support for the Boston Office, helping ensure the smooth and efficient operation of the workplace. The role oversees reception and the visitor experience, conference room and visitor office coordination, meeting support, office readiness, and day-to-day facilities and workplace operations. The coordinator works closely with assistants, IT, building management, and external vendors to anticipate needs, coordinate resources, maintain operational standards, and provide a professional, organized, and welcoming office environment. The position supports office and operations initiatives, budgets, invoices, facilities services, physical security, office supplies, employee transitions, communications, and onboarding and offboarding. It also documents and evaluates procedures, ensures compliance with Firm processes, supports global Facilities and Operations departments, and assists with other duties and projects as needed. The position is non-exempt and eligible for overtime. The Firm will not sponsor work visas for this position.
Requirements
- Bachelor’s degree.
- At least 4 years of operational and administrative experience in financial services, legal, hospitality, or a similarly fast-paced environment.
- Excellent interpersonal skills and ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendors.
- Ability to deliver exceptional customer service and exercise courtesy and diplomacy with Firm personnel, external visitors, and vendors.
- Ability to present information verbally and in writing professionally, accurately, and promptly.
- Dependability and a demonstrated record of consistent, effective administrative performance in accomplishing responsibilities and defined objectives.
- Ability to organize, prioritize, plan, and manage work tasks to meet internal and external deadlines.
- Ability to assess situations, determine appropriate actions, monitor multiple pending items, follow up, and keep management informed about varied information and evolving situations.
- Excellent judgment and problem-solving skills, including the ability to assess competing priorities and make sound, timely decisions autonomously.
- Ability to exercise tact, discretion, and strong judgment in maintaining confidentiality regarding employee information.
- Ability to uphold and enforce Firm policies and procedures and assist with developing or revising procedures and practices as directed.
- Ability to work independently and collaboratively, understanding appropriate escalation points for each task.
- Proofreading and editing skills with strong attention to detail.
- Basic math skills, including addition, subtraction, multiplication, and division.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
Nice To Haves
- Experience with project coordination.
- Proficiency in SharePoint and Adobe Pro.
Responsibilities
- Provide administrative support for office- and operations-related initiatives.
- Oversee reception and the visitor experience, including providing reception coverage when needed.
- Oversee conference and visitor reservation systems.
- Coordinate operational support for internal and external meetings, client visits, and office events, including catering and hospitality.
- Coordinate projects to ensure timely delivery of service commitments.
- Maintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist with the annual budget process.
- Assist with reviewing, processing, and tracking invoices using Emburse.
- Coordinate physical security efforts, including Emergency Action Plans, Life Safety Fire Warden lists, and updated floor plans.
- Monitor office, pantry, and kitchen supplies, including ordering and inventory.
- Assist with personnel arrivals and departures, office moves, and furniture deliveries.
- Assist with office-wide communications and correspondence, including announcements and notices related to visitors, arrivals, departures, and related functions.
- Provide phone and mailbox coverage to ensure quality and timely responses.
- Coordinate day-to-day vendor visits and services and serve as a point of contact in accordance with management directives.
- Monitor recurring services, confirm completion of work, and complete invoice entry and verification.
- Support employee onboarding and offboarding, including stakeholder communication, logistics coordination, and I-9 verification, ensuring legal compliance and seamless processing.
- Document processes for reference and training, and analyze procedures for opportunities to streamline or innovate based on best practices and Firm resources.
- Ensure compliance with Firm processes and procedures and escalate matters to appropriate parties as necessary.
- Support the global Facilities and Operations departments as needed.
- Perform other duties and assist with projects as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
