Senior Coordinator, Operations

Senior Operations Coordinator

Simpson Thacher & Bartlett LLP is one of the world's leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Chicago, Dallas, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

The Senior Operations Coordinator provides high level operational and administrative support for the Boston Office to help ensure the smooth and efficient operation of the workplace. This role oversees reception and the visitor experience, conference room and visitor office coordination, internal and external meeting support, office readiness and day-to-day facilities and workplace operations. The Senior Operations Coordinator partners closely with assistants, IT, building management and external vendors to anticipate needs, coordinate resources, maintain operational standards and ensure a professional, organized and welcoming office environment.

Essential Job Duties & Responsibilities

• Provide administrative support for office- and operations-related initiatives
• Oversee reception and visitor experience to ensure a professional, engaging and welcoming environment for clients, visitors and employees, including providing reception coverage when needed
• Oversee the conference and visitor reservations systems
• Coordinate operational support for internal and external meetings, client visits and office events including catering and hospitality requirements.
• Coordinate projects to ensure timely delivery of service commitments
• Maintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist in annual budget process
• Assist with reviewing, processing, and tracking 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, overseeing the ordering and inventories for all supplies
• Assist with personnel arrivals and departures, providing support and coordination of office moves and furniture deliveries
• Assist with office-wide communications and correspondence, including office 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 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 communication, logistics coordination and I-9 verification, ensuring legal compliance and seamless processing
• Document processes for reference and training purposes and analyze procedures for opportunities to streamline or innovate based on best practices and available Firm resources
• Ensure compliance with Firm processes and procedures and escalate to appropriate parties as necessary
• Support the global Facilities and Operations departments as needed
• Perform other duties and assist with various projects as needed

Education

Required

• Bachelor's degree

Skills and Experience

Required

• 4+ years of operational and administrative experience in financial services, legal, hospitality, or a similarly fast-paced environment
• Excellent interpersonal skills with the ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendors
• Ability to always deliver exceptional customer service, exercise courtesy and…