Apply on Employer Site

Mayer Brown · 2 days ago

Coordinator: Office Operations

Chicago, IL

Full-time

Onsite

Mid Level

$61K/yr - $81K/yr

3+ years exp

Mayer Brown is an international law firm recognized for its strategic partnerships and commitment to client service. The Coordinator: Office Operations role involves providing high-level administrative and technical support to ensure operational efficiency in the Chicago office.

AdviceConsultingLegal

H1B Sponsor Likely

Responsibilities

Receives, tracks and follows-up as necessary on service calls placed by MB personnel related to facilities and operations, works to resolve issues that affect operational efficiency

Places special cleaning requests for housekeeping night staff including carpet cleaning, disinfecting, and out of the ordinary cleaning, follows up as appropriate to ensure completion

Performs weekly floor inspections to identify problem areas and necessary repairs and clean up areas

Processes and activates keycards into C-CURE database; with proper approval, assigns access to restricted areas of the Firm

Works with building personnel to register and program loaner keycards, assigns appropriate access and maintains log to ensure keycards are returned

Generates keycard reports as requested by department leadership or Firm Management

As requested by department leadership, collaborates with Human Resources and department leaders to coordinate new hire locations for business services personnel and attorneys

Processes requests for visitor offices, confirms bookings and communicates with ancillary departments; ensures that visitor offices are clean, equipped as appropriate, and updates nameplates in advance of arrival

Creates and distributes relocation sheets for new hires, internal moves and separations; assists department management with all interoffice moves

Engages new and current employees to conduct ergonomic reviews and follows up to make sure all corrective measures are implemented in a timely manner

Coordinates, schedules and manages logistics related to vendors and contractors and notifies building management as appropriate; facilitates communication and information flow within the organization and with external vendors including the collection and disbursement of COI’s and other insurance related documentation

Coordinates scheduling and maintenance of various vendor responsibilities including but not limited to: pre-action alarm systems, HVAC, commercial kitchen equipment, etc

Creates and maintains monthly phone directories for Firm hallway locations as well as paper and electronic use

Creates GlobalNet entries as requested by HR and ADR; creates classified listings as requested; ensures information on GlobalNet relating to each building and operational departments is accurate and up to date

Works with department management in regards to MB safety teams for training and evacuation drills at both Firm buildings; responsible for keeping safety teams roster up to date

Assists with 911 emergency calls following up with building security and MB personnel

Reviews and processes day to day vendor invoices utilizing the Firm’s accounts payable application

As requested by department leadership, provides metrics and tracking as it relates to various vendor engagements as well as building work orders while noting trends

Assists with gathering data using various methods for monthly Firm attendance reports; requiring advanced Excel proficiency

Assists with budget preparation and expense management for operational activities

Works with and coordinates appropriate tasks to student interns

Maintains Certified Office Ergonomics Evaluator certification via classes sponsored by the Firm

Utilizes Firm technology and software to streamline operations and enhance reporting capabilities, identifies areas for improvement

Performs other duties as assigned or required to meet Firm goals and objectives

Qualification

Microsoft Office proficiencyAdvanced Excel skillsCertified Office Ergonomics EvaluatorBuilding management systemsC-Cure database experienceCustomer service skillsMultitasking abilityCommunication skillsAttention to detailProblem-solving skills

Required

High School or GED required

A minimum of 3-5 years' of previous administrative/reception and customer service experience required

Proficiency in Microsoft Office products required

Strong analytical abilities with complex Excel functions

Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors

Demonstrated ability to manipulate and analyze large data sets within Excel

Adept at multitasking, overseeing a variety of operational aspects such as logistics, resource allocation, and process optimization

Ability to work in a diverse team environment and effectively support the demanding needs of the Firm

Ability to work under pressure, meet deadlines with shifting priorities

Must be a self-starter with a high level of initiative

Strong customer service skills, able to anticipate needs

Strong attention to detail, organizational skills and the ability to handle multiple projects

Maintains confidentiality and exercises discretion

Exercises solid strategic thinking and problem-solving skills

Preferred

Bachelor's degree

Previous work experience in a legal environment

Knowledge of automated conference room booking software

Certified Office Ergonomics Evaluator

Experience utilizing building management office ticketing systems

Experience utilizing C-Cure cardholder access database

Proficiency in AutoCAD

Benefits

Medical/dental/vision/life/and AD&D insurance

401(k) savings plan

Back-up childcare and eldercare

Generous paid time off (PTO)

Opportunities for professional development and growth

Company

Mayer Brown

Glassdoor3.6

Mayer Brown is a leading global law firm with offices in key business centers across the Americas, Asia and Europe.

Founded in 1863

Chicago, Illinois, USA

1001-5000 employees

http://www.mayerbrown.com/

H1B Sponsorship

Mayer Brown has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (16)

2024 (24)

2023 (13)

2022 (10)

2021 (9)

2020 (15)