Senior Coordinator, Operations

Simpson Thacher & Bartlett•Boston, MA

15h•Onsite

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 Coordinator, Operations provides operational and administrative support for the Firm’s Boston office to help ensure the workplace operates smoothly and efficiently. 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 role supports office initiatives, meetings, events, facilities services, budgets, invoices, physical security coordination, office supplies, employee moves, and onboarding and offboarding. It also documents and improves processes, ensures compliance with Firm procedures, and supports the global Facilities and Operations departments as needed. This is a non-exempt, overtime-eligible position. 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 colleagues, attorneys, clients, and vendors from diverse backgrounds.
Ability to deliver exceptional customer service and use courtesy and diplomacy with Firm personnel, visitors, and vendors.
Ability to present information verbally and in writing professionally, accurately, and promptly.
Dependability and a record of effective administrative performance in achieving responsibilities and objectives.
Ability to organize, prioritize, plan, and manage multiple work tasks to meet internal and external deadlines.
Ability to assess situations, determine appropriate actions, track multiple pending items, follow up, and keep management informed about changing situations.
Excellent judgment and problem-solving skills, including the ability to assess competing priorities and make sound, timely decisions independently.
Ability to exercise tact, discretion, and sound judgment when handling confidential employee information.
Ability to uphold and enforce Firm policies and procedures and assist with developing or revising procedures as directed.
Ability to work independently and collaboratively, with an understanding of appropriate escalation points.
Proofreading and editing skills with strong attention to detail.
Basic math skills, including addition, subtraction, multiplication, and division.
Proficiency in Microsoft Office Suite, including 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 budget and expense reports; monitor and track spending and office P&L reporting; and assist with the annual budget process.
Review, process, and track 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 and oversee 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 for 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 work completion, and complete invoice entry and verification.
Support employee onboarding and offboarding, including stakeholder communications, logistics, and I-9 verification.
Document processes for reference and training, and analyze procedures for opportunities to streamline or innovate using best practices and available Firm resources.
Ensure compliance with Firm processes and procedures and escalate issues to appropriate parties as necessary.
Support the global Facilities and Operations departments as needed.
Perform other duties and assist with projects as needed.