Coordinator Office Operations at Mayer Brown

OverviewMayer Brown is an international law firm positioned to represent the worlds major corporations funds and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.We are a collegial collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity support and development they need to grow thrive and realize their greatest potential all while supporting the Firms client service principles of excellence strategic partnership commercial instinct integrated strengths innovation and collaboration across our international firm.If you enjoy working with team members whose defining characteristics are exceptional client service initiative professionalism responsiveness and adaptability you may be the person we are seeking to join our Office Services department in our Chicago office as a Coordinator: Office Operations.Works collaboratively with department management ensuring a high level of administrative technical and professional support while providing the Chicago office a high level of customer service. Supports Firm policies and procedures including but not limited to facilities and operations requests. The Office Operations Coordinator will also focus on the maintenance and functionality of physical workspaces and office surroundings. Responsibilities include assisting with overseeing vendor contracts and preventative maintenance agreements. This role is essential in ensuring that the work environment is safe. ResponsibilitiesEssential Functions: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 efficiencyPlaces special cleaning requests for housekeeping night staff including carpet cleaning disinfecting and out of the ordinary cleaning follows up as appropriate to ensure completionPerforms 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 FirmWorks with building personnel to register and program loaner keycards assigns appropriate access and maintains log to ensure keycards are returnedGenerates 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 arrivalCreates 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 COIs and other insurance related documentationCoordinates 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 useCreates 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 dateWorks 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 dateAssists with 911 emergency calls following up with building security and MB personnelReviews and processes day to day vendor invoices utilizing the Firms 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 trendsAssists with gathering data using various methods for monthly Firm attendance reports; requiring advanced Excel proficiencyAssists with budget preparation and expense management for operational activitiesWorks with and coordinates appropriate tasks to student internsMaintains Certified Office Ergonomics Evaluator certification via classes sponsored by the FirmUtilizes Firm technology and software to streamline operations and enhance reporting capabilities identifies areas for improvementPerforms other duties as assigned or required to meet Firm goals and objectivesQualificationsEducation/Training/Certifications: High School or GED required Bachelors degree a plusProfessional Experience: A minimum of 3-5 years of previous administrative/reception and customer service experience required Previous work experience in a legal environment is a plusTechnical Skills:Proficiency in Microsoft Office products required; strong analytical abilities with complex Excel functionsKnowledge of automated conference room booking software a plusCertified Office Ergonomics Evaluator a plusExperience utilizing building management office ticketing systems a plusExperience utilizing C-Cure cardholder access database a plusProficiency in AutoCAD a plusPerformance Traits:Strong written and verbal communication skills able to communicate effectively and in a professional manner with all levels of the Firm and outside vendorsDemonstrated ability to manipulate and analyze large data sets within ExcelAdept at multitasking overseeing a variety of operational aspects such as logistics resource allocation and process optimizationAbility to work in a diverse team environment and effectively support the demanding needs of the FirmAbility to work under pressure meet deadlines with shifting prioritiesMust be a self-starter with a high level of initiativeStrong customer service skills able to anticipate needs Strong attention to detail organizational skills and the ability to handle multiple projects Maintains confidentiality and exercises discretionExercises solid strategic thinking and problem-solving skillsThe typical pay scale for this position is between $61000 and $81000 although the actual wage or salary could be lower or higher if the candidates education experience skills and internal pay alignment are different from those specified.The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.We offer competitive compensation and comprehensive benefits including medical/dental/vision/life/and AD&D insurance 401(k) savings plan back-up childcare and eldercare generous paid time off (PTO) as well as opportunities for professional development and growth.Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview please email. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.#LI-ONSITE #LI-PT1Required Experience:IC Key Skills Office Manager Experience,Microsoft Office,Customer Service,Computer Skills,Microsoft Outlook,Microsoft Word,QuickBooks,Medical office experience,Office Experience,Front Desk,Microsoft Excel,Administrative Experience Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 61000 - 81000