Operations Coordinator

Simpson-Thacher-; Boston (MA); On-site; USD 85,000 - 100,000; Full time

Job summary

Simpson Thacher & Bartlett LLP in Boston seeks an Operations Coordinator to provide high-level operational and administrative support for the office. You will oversee reception, visitor experience, conference room coordination, and day-to-day facilities management to ensure a professional, welcoming environment.

You will collaborate with assistants, IT, building management, and vendors, handling budgets, invoices, onboarding/offboarding, and internal communications.

Qualifications

• Minimum 2–4 years of administrative experience in fast-paced environments such as financial services, legal, hospitality.
• Excellent interpersonal skills to interact professionally with diverse colleagues, clients, and vendors.
• Ability to deliver exceptional customer service, present information clearly in writing and verbally.

Responsibilities

• Provide administrative support for office- and operations-related initiatives.
• Oversee reception and visitor experience to maintain a professional, welcoming environment.
• Coordinate conference and visitor reservations systems and manage related projects.

Skills

Administrative experience

Customer service

Communication

MS Office

Budgeting

Vendor coordination

Facilities support

Proofreading

Organization

Team collaboration

Attention to detail

Education

High School diploma

Associate degree

Bachelor’s degree

Tools

SharePoint

Adobe Pro

Chrome River

Job description

Job Summary & ObjectivesSimpson 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, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.The 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 Operations Coordinator partners closely with assistants, IT, building management, and external vendors to anticipate needs, coordinate resources, maintain operational standard and ensure a professional organized and welcoming office environment.Essential Job Duties & ResponsibilitiesProvide administrative support for office- and operations-related initiativesOversee reception and visitor experience to ensure a professional, engaging and welcoming environment for clients, visitors and employees, including providing reception coverage when needed.Coordinate and oversee the conference and visitor reservations systemsCoordinate and handle projects to ensure timely delivery of service commitmentsMaintain office- and facilities-related budget and expense reports, monitor and track spending and office P&L reporting, and assist in annual budget processAssist with reviewing, processing, and tracking invoices using Chrome RiverCoordinate physical security efforts, including EAP Plans, Life Safety Fire Warden lists, and updated floor plansMonitor office, pantry and kitchen supplies, overseeing the ordering and inventories for all suppliesAssist with personnel arrivals and departures, providing support and coordination of office moves and furniture deliveriesAssist with office-wide communications and correspondence, including office announcements and notices for visitors, arrivals, departures, and related functionsProvide 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 directivesMonitor reoccurring services, confirm work completion and complete invoice entry and verificationSupport employee onboarding and offboarding, including stakeholder communication and logistics coordination, ensuring legal compliance and seamless processingEnsure compliance with Firm processes and procedures and escalate to appropriate parties as necessarySupport the global Facilities and Operations departments as neededPerform other duties and assist with various projects as neededEducationRequiredHigh School diploma or GED equivalentPreferredAssociate or Bachelor’s degreeSkills and ExperienceRequiredMinimum 2-4 years of administrative experience in financial services, legal, hospitality, or a similarly fast-paced environmentExcellent interpersonal skills with the ability to interact professionally with a diverse population of colleagues, attorneys, clients, and vendorsAbility to deliver exceptional customer service at all times, exercise courtesy and diplomacy with Firm personnel and external visitors and vendorsAbility to effectively, professionally, accurately, and promptly present information verbally and in writingHighly dependable and demonstrated consistent, effective administrative performance for the accomplishment of responsibilities and defined objectivesAbility to organize, prioritize, plan, and juggle work tasks to meet internal and external deadlinesAbility to assess situations and determine appropriate actions, monitor status of multiple pending items, provide follow up and keep management informed by effectively communicating a wide variety of information and evolving situationsUphold and enforce established Firm policies and procedures; assist in developing or revising procedures and practices as directedAbility to work independently and in a collaborative team environmentProofreading and editing skills with strong attention to detailBasic math skills: addition, subtraction, multiplication, divisionProficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)Preferred2-4 years’ experience in a corporate/professional environment or equivalent preferredExperience with project coordination preferredProficiency in SharePoint and Adobe Pro preferredSalary InformationMA Only: The estimated base salary range for this position is $85,000 to $100,000 at the time of posting.The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.Simpson Thacher will not sponsor applicants for work visas for this position.Privacy NoticeFor information about how Simpson Thacher & Bartlett LLP collects and processes your personal information, please refer to our Privacy Notice available at https://www.stblaw.com/other/privacy-notice .Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.#LI-Onsite