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Perkins Coie · 20 hours ago

Business Operations Coordinator

Austin, TX

Full-time

Onsite

Entry Level

2+ years exp

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. The role involves supporting internal teams and external vendors to maintain office facilities, manage projects, and implement best practices.

Information TechnologyInsuranceIntellectual PropertyLegalReal Estate

Comp. & Benefits

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

Qualification

Facilities managementProject coordinationCustomer serviceMS Office proficiencyCPR/First Aid certificationDiscretionJudgmentTechnology troubleshootingEffective communicationFlexibilityTeam collaboration

Required

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