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Milbank LLP · 22 hours ago

Operations Coordinator

NYC Metro Area

Full-time

Onsite

Entry Level

$60K/yr - $75K/yr

2+ years exp

Milbank LLP is a law firm seeking an Operations Coordinator to provide high-level administrative support to the Operations Department. The role involves managing office operations, coordinating meetings, processing invoices, and maintaining communication with vendors and internal departments.

Law Practice

Comp. & Benefits

Responsibilities

Works closely with the Associate Director of Operation on all operations of the office, including working closely with the facilities department

Maintains and updates building and vendor contact lists and distributes to team on a regular basis

Assists with updating Operations vacation and events calendar noting specific internal and external events that effect the department. Examples include fire drills, Summer and Fall associate start and end dates, rotation moves building holidays and NYC travel alerts

Schedules recurring department meetings and external vendor meetings, reserve conference rooms, send invites and order refreshments as needed

Process monthly invoices for external vendors, consultants and internal departments

Assists with communications between Milbank and building management office

Uses SV3 system to submit and update COI’s; makes delivery and freight reservations for vendors

Communicates with vendors regarding COI requirements and submissions

Assists with building systems controls for temperature (BMS system)

Submits requests to building engineers when assistance is needed. (Yardi)

Maintain familiarity with facilities management software to assist as needed in coordinating space planning, seat assignments and move scenarios

Submits information to the building regarding electrical, plumbing and construction work. (Wrike system)

Requests overtime HVAC when needed for holidays/weekends. (Genea system)

Maintains familiarity with floor plan software to assist as needed with additions and changes to employees on plans, request CAD changes, generate space and occupancy reports

Assist in gathering and entering ESG data into our software system

Responds to a variety of inquiries from Milbank staff and contingent employees to provide information and direction and facilitate communication between internal departments and/or external groups

Assists with ordering of basic supply items, specialty items and work from home technology according to Milbank’s policies and procedures. Orders and tracks WFH equipment, providing authorized equipment and direct shipping to recipients. Enters order details such as employee, vendor, dates, quantities into internal databases

Provide back up for business card ordering

Tracks and ensures timely delivery of orders; resolves shipping issues

Maintains updated records of purchased products, delivery information and invoices

Assists with monitoring stock levels of certain items and orders as needed

Performs other purchasing related duties as assigned

Provides the EMS assistance under the direction of the Office Services Manager

Solicits feedback from end users for all functions to ensure accuracy, efficiency and possible improved processes for excellent customer service

Adds visitors to Milbank portal

Qualification

Facilities management softwareFinancial systems knowledgeWord proficiencyExcel proficiencyOutlook proficiencyCustomer service focusMultitasking abilityCommunication skillsTime managementTeam player