Coordinator: Office Operations

Join to apply for the Coordinator:
Office Operations role at Mayer Brown

Mayer Brown is an international law firm positioned to represent the world’s 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 Firm’s 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 work spaces 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.

• 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 Global Net entries as requested by HR and ADR; creates classified listings as requested; ensures information on Global Net relating to each building and operational departments is accurate and up to date
• Works with department management in regards to…