Office Operations Coordinator - Cleary Gottlieb Steen & Hamilton LLP

The Office Operations Coordinator plays an integral role in supporting office and building services. The Office Operations Coordinator provides broad support throughout the building by planning out the space, liasing with building management and vendors, focusing on security and emergency preparedness, helping to maintain the office and providing administrative support. The role centers around strong writing, computer and communication skills, keen attention to detail, and excellent customer service skills.

Position: Nonexempt

Regular Hours: 9:30 am - 5:30 pm Monday - Friday, with occasional weekends and hours outside of normal business hours required

Reports to: Office Operations Manager

Property Management Liaison

• Main point of contact with property management office; enter and track service request tickets in Angus
• Coordinating and reporting all issues that impact office space on an ongoing basis
  • Scheduled and unscheduled repairs
  • Alarm testing and maintenance
  • Access to our space during business and off-hour 

Space Planning

• Partner with HR for all office space allocations
• Coordinate and oversee all office moves, new hire set ups and departure clean outs. Update systems and signage as changes occur
• Manage office space program, continuously input changes
• Generate weekly occupancy reports for US offices
• Generate weekly cross teams ticket activity reports
• Assist leadership with their office décor process, interior design
• Partner with Reception team for conference room scheduling and services

 Office Maintenance

• Assist with department intake by monitoring inbox, creating and updating tickets, answering phone line
• Work closely with Maintenance Manager to ensure space is kept is pristine condition
• Conduct floor walks, enter work tickets on a ongoing basis

 Vendors

• Oversee various vendors and contractors
• Schedule and manage services, onsite access and coordination
• Maintain NDA, MSA and COI to ensure compliance with firm policy and building rules and regulations including PM and warrantee issues

 Security

• Create and manage profiles in building access & security systems
• Act as administrator for firm’s security programs (card access and video surveillance)
• Create and issue ID cards
• Conduct quarterly audits of active card holders, access levels

 Emergency Preparedness

• Point of contract with Emergency Preparedness Program, update as necessary
• Point of contact for firms’ AED and CPR Program
• Ensure compliance with local laws
• Schedule and attend Fire and Non-Fire Emergency Drills
• Manage and coordinate Safety Week
• Partner with Maintenance Manager to ensure emergency equipment are compliant and functioning

 Special Projects

• Support Director of Office Operations with office build outs, refurbs
• Support all internal office events

 Administrative

• Update and maintain department documents, policies and webpage
• Process expense reports
• Process invoices, work closely with Account Payable for expense tracking

• High school diploma or equivalent
• Experience in law firms preferred
• Strong communication skills and ability to communicate and work with all levels of firm personnel
• Proven ability to work with vendors
• Strong computer skills, particularly with Microsoft Office products
• Strong attention to detail and ability to thoroughly complete tasks with minimal direction
• Strong work ethic and “can-do” attitude
• Flexible and adaptable to changing priorities
• Ability to work outside normal hours and weekends as needed

The estimated base salary range for this position is $75,000 to $85,000 at the time of posting. The actual salary offered will depend on a variety of job-related factors, including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, and performance. This role is non-exempt meaning that it is overtime pay eligible.

Cleary provides a comprehensive benefits package, including health care benefits. More information can be found here: Benefits

At Cleary Gottlieb, all members of our community deserve respect as individuals and appreciation for the contributions they make to our community. We champion diversity, equity, and inclusion, and creating equal opportunities to develop and succeed.