Office Operations Assistant

Overview

Mayer Brown LLP is a leading global law firm with offices in 27 key business centers across the Americas, Asia, Europe and the Middle East. We are a collegial, collaborative, and diverse 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.

If you enjoy working with team members whose defining characteristics are achievement, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Operations team in our Chicago office as an Office Operations Assistant. 

The Office Operations Assistant will provide the Chicago office with a high level of administrative, organizational, and customer service support. Office Operations Assistant will work closely with the department leaders and adheres to Firm policies and procedures while performing this position’s responsibilities.

Responsibilities

Essential Functions: 

• Assists in the preparation of new attorney and business services hires, including facilitating building access registration and issuance of building keycard, new office or work space set-up, coordination of firm-issued equipment with IT, installation of new hire’s nameplate
• Works with department leadership on identifying office or work space locations for new attorneys and business services personnel
• Assists with assigning visitor offices as requested and confirms the office is ready for use (clean, nameplate installed and equipped, as appropriate). Registers all visitors Visitor and/or BluSKY
• Assists with processing and activating keycards into C-CURE database and with proper approval, assigns access to restricted areas of the Firm. Programs loaner keycards and updates inventory to ensure keycards are returned. Follows up when needed to track down loaner cards
• Receives, tracks and follows-up as necessary on all service calls placed by MB personnel related to facilities and operations
• Place special cleaning requests for housekeeping night staff including carpet cleaning, disinfecting, and out of the ordinary cleaning, follows up as appropriate to ensure completion
• Assists with creating and distributing relocation sheets for administrative hires and moves as required
• Engages with new and current staff to conduct ergonomic reviews and follows up to make sure all corrective measures are implemented in a timely manner
• Assists in retaining inventory of ergonomic equipment and maintains certification as Certified Office Ergonomics Evaluator
• Assists with the recruiting of MB emergency safety teams members, fire safety team training and evacuation drills with building management
• Maintains a key role in the office’s emergency procedures; interacts and coordinates with building security on all on-site incidents and 911 emergency calls
• Assists as needed on interoffice moves
• Assists with maintaining office vendor list including Certificate of Insurance on file with Building Management
• Assists with posting GlobalNet entries submitted by HR and ADR as well as classified listings.
• Assists with ensuring information on GlobalNet relating to each building and operational departments is accurate and up to date
• Reviews and processes day to day vendor invoices, as requested/assigned
• Performs daily floor inspections to identify problem areas and necessary repairs and clean up areas
• Performs other duties as assigned or required to meet Firm goals and objectives

Qualifications

Education/Training/Certifications:

• High School or GED required, Bachelor’s degree preferred

Professional Experience:

• 2 years of customer service experience required
• Previous work experience in a legal or professional services environment strongly preferred

Technical Skills:

• Proficiency in Microsoft Office products required
• Certified Office Ergonomics Evaluator a plus
• Experience utilizing cardholder access databases a plus

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:

• May require occasional lifting of up to 20 lbs.

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.