Workplace & Vendor Operations Coordinator

Workplace & Vendor Operations Coordinator

Join to apply for the Workplace & Vendor Operations Coordinator role at Ellis Porter - The Immigration Attorneys.

At Ellis Porter, our goal is to improve the immigration experience for employers and individuals so they can thrive in a smaller world. To do this, we've built a team of dedicated immigration professionals (we call ourselves Porters) who believe passionately in the economic and cultural benefits that immigration provides to America, and who excel at providing our clients with refreshingly clear guidance, uniquely creative strategies, and remarkably responsive service, all with genuine empathy and a personal touch.

Immigration law is very complex and full of constant challenges, but the Ellis Porter team loves what we do, and who we do it with, and we find great satisfaction in knowing that our work positively, and intimately, impacts our clients’ lives and companies.

Position Summary As a Workplace & Vendor Operations Coordinator, you will play a key role in supporting the Director of Operations to ensure the seamless day-to-day management of Ellis Porter's facilities, equipment, and vendor relationships. You’ll help maintain an efficient, safe, and professional environment that enables attorneys and staff to focus on delivering outstanding client service. This is an exciting opportunity to contribute to the success of a large, rapidly growing immigration law firm where operational excellence and people-centered support drive everything we do.

This position will be based on-site at our Troy, MI office, with frequent travel to our Ann Arbor, MI office required. A hybrid work schedule may be available following completion of training.

• Support the Director of Operations with daily oversight of office facilities, including maintenance scheduling, workspace organization, and modernization initiatives.
• Monitor and track office repairs, maintenance requests, and preventive maintenance schedules to ensure a safe and functional workplace.
• Manage office supply inventory, equipment orders, replacements, and vendor relationships to maintain efficient operations.
• Serve as the primary point of contact for facilities-related concerns from staff, coordinating with building management and other external partners for resolution.
• Partner with the IT team and Managed Service Provider (MSP) to coordinate infrastructure projects, device placements, and cabling needs.
• Assist in office-related budgeting, expense tracking, invoice processing, and asset management, including preparation for personal property tax reporting.
• Support office moves, workstation setups, and space utilization initiatives to align with firm growth and modernization efforts.
• Track vendor performance using scorecards and action plans to ensure quality and accountability.
• Monitor and enhance the front desk and visitor experience through best practice checklists, signage reviews, and regular process improvements.
• Contribute to firmwide operational initiatives such as emergency preparedness planning, sustainability programs, vendor evaluations, and workplace safety.
• Participate in cross-departmental projects, events, and initiatives that advance the firm’s operational goals.

• Associate or bachelor’s degree in Business Administration, Facilities Management, or a related field (preferred).
• 2+ years of experience in office operations, vendor management, facilities coordination, or administrative support (experience in a legal or professional services environment a plus).
• Excellent organizational, documentation, and project coordination skills with attention to detail and accuracy.
• Proficiency in Microsoft 365 applications (Outlook, Excel, Teams, SharePoint).
• Strong interpersonal and communication skills with the ability to collaborate effectively across all levels of the organization.
• Proven ability to manage multiple priorities, resolve issues resourcefully and maintain composure in a fast-paced environment.
• Sound judgment, professionalism, and discretion in handling confidential or personnel-related information.
• Basic understanding of IT and network…