The Operations Coordinator - Procurement, Records Management, and Matter Logistics plays a critical role in supporting the Director of Procurement, Records Management, and Matter Logistics Services (MLS) in the execution of firmwide operational initiatives. The position provides day-to-day coordination and administrative support across procurement, vendor management, records management, information governance, corporate travel, matter logistics, project management, reporting, and process improvement activities.
The Operations Coordinator serves as a key operational partner, ensuring that projects, vendor engagements, records initiatives, matter logistics activities, and administrative processes are executed efficiently, accurately, and on time. The role requires exceptional organization, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced global environment.
Supervisor: Director - Procurement, Records Management, and Matter Logistics Services (MLS)
Location: New York, NY
Primary Responsibilities:Procurement & Vendor Management
- Coordinate procurement requests, vendor onboarding, contract administration, and approval workflows.
- Conduct vendor research, gather pricing proposals, prepare bid comparisons, and support sourcing activities.
- Maintain vendor records, contracts, renewal schedules, and procurement documentation.
- Assist with contract negotiations, invoice reviews, and vendor performance tracking.
- Coordinate vendor meetings, presentations, demonstrations, and follow-up actions.
- Support procurement savings initiatives and maintain procurement reporting dashboards.
Records Management & Information Governance
- Coordinate records retention, destruction, archive management, and records requests.
- Maintain records management documentation, inventories, and audit trackers.
- Support records remediation projects and information governance initiatives.
- Assist with vendor management activities related to records storage and retrieval.
- Maintain policy documentation, procedural guides, and training materials.
- Track project milestones and follow up with stakeholders to ensure timely completion.
Matter Logistics Services (MLS)
- Support planning and execution of trial logistics, war rooms, deposition sites, and offsite matter operations.
- Coordinate hotel blocks, meeting space, transportation, catering, printing, equipment rentals, and other logistical requirements.
- Prepare and maintain budgets, intake forms, planning trackers, and operational dashboards.
- Monitor project timelines and ensure logistical requirements are completed according to schedule.
- Coordinate communications among case teams, vendors, consultants, and internal stakeholders.
- Maintain MLS playbooks, templates, command centers, and knowledge-management resources.
Corporate Travel & Events
- Coordinate travel arrangements, itineraries, accommodations, and transportation for attorneys and business professionals.
- Support administration of the firm's travel program and hotel relationships.
- Assist with planning partner meetings, retreats, client events, and operational gatherings.
- Coordinate invoicing, deposits, billing requirements, and post-event reconciliation.
- Maintain vendor and venue databases and renewal calendars.
Project Coordination & Reporting
- Maintain project plans, status reports, dashboards, meeting notes, and action-item trackers.
- Prepare operational reports, procurement savings summaries, vendor metrics, and project updates.
- Schedule meetings and coordinate follow-up activities for operational initiatives.
- Manage documentation, approvals, and workflow tracking within internal systems.
- Assist in creating presentations, training materials, and executive reporting packages.
Administrative & Operational Support
- Manage calendars, meetings, travel, and scheduling for the Director.
- Prioritize incoming requests and ensure timely follow-up on action items.
- Draft correspondence, reports, process documentation, and meeting materials.
- Maintain confidentiality regarding vendor negotiations, matter logistics, personnel information, and firm operations.
- Support special projects and other operational initiatives as assigned.
Requirements:- Bachelor's degree preferred.
- 2-5 years of experience in operations, procurement, project coordination, business administration, legal operations, or professional services.
- Strong organizational and project-management skills.
- Experience coordinating vendors, contracts, budgets, or operational projects.
- Advanced proficiency in Microsoft 365 applications, especially Excel, PowerPoint, Teams, and Outlook.
- Strong written and verbal communication skills.
- Ability to manage multiple competing priorities with exceptional attention to detail.
- High degree of professionalism, discretion, and confidentiality.
- Experience working in a law firm, consulting firm, financial services environment, or other professional services organization preferred.
At the time of posting, the salary range for this role is $75,000 (minimum) - $118,000 (maximum). This range is based on a full-time work schedule. Other compensation may include an annual discretionary bonus. The successful candidate's actual salary will be determined based on permissible, non-discriminatory factors, including but not limited to relevant experience, qualifications, licensure/certifications, training, skills, and market data.
