JOB TITLE:  Operations Assistant

DEPARTMENT:  Administration

OFFICE: New York

OVERVIEW: Duane Morris LLP, a global law firm with 900 + attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets. 

SUMMARY:  The Operations Assistant will provide hands-on support to the Office Manager in ensuring the smooth day-to-day operations of the New York office at 22 Vanderbilt. This role is responsible for maintaining an orderly and well-functioning work environment, supporting office logistics, and serving as a key liaison between staff, vendors, and building services. The ideal candidate is proactive, dependable, and service-oriented, with a strong commitment to teamwork and professionalism.

ESSENTIAL FUNCTIONS:

• Assist the Office Manager with daily operations, special projects, and event coordination.
• Manage office calendar of events; assist coordinating special events, holiday party, in-office events, etc.
• Handle operating account reconciliation process, petty cash and check requests; submit expense reports for office manager.
• Maintain office management records of facilities, contracts, HR, etc.
• Integrate yourself with Office Services, Conference Room Coordinator and Reception to keep the office running smoothly.
• Within the duties of backup to Reception, coordinate conference room schedule, visiting attorney rooms, meal deliveries, etc.
• Within the duties of backup to Conference Room Coordinator, assist with meal set-up, video set-up, greeting guests, etc.
• Serves as point of contact for property management (communicating building events/activities, submitting work orders through website, coordinate repairs with outside vendors/IT/Facilities department, ordering/activating/deactivating keycards, etc.
• Issue laptop loans to attorneys.
• Coordinate with the team to arrange and welcome new hires regarding their desk, computer, phone, supplies, security pass, training sessions, etc.
• Assist with marketing materials.
• Monitor the condition, safety and cleanliness of common areas, promptly reporting any facilities-related issues.
• Assist with internal communications and contribute to a positive and professional office culture 

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

• Associate’s degree preferred.
• 1- 2 years of related work experience required.   Office services, facilities, or operations experience within a law firm or professional services environment preferred.
• Strong communication and interpersonal skills with a professional demeanor.
• Ability to follow direction, prioritize tasks, and work independently or as part of a team.
• Comfortable performing physical tasks, including lifting up to 40 lbs and setting up rooms or equipment.
• Basic proficiency with office technology (email, phone, printers, etc.) and can promptly learn new software.
• Demonstrated reliability, discretion, and strong attention to detail
• Work occasionally requires more than 35 to 40 hours per week to perform the essential duties of the position; may require irregular hours.

BENEFITS:

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 22 PTO days, 11 paid holidays
• Employee Referral Bonus ($3,000.00)

PAY TYPE: HOURLY - ANNUAL PAY RANGE: $50,000-$70,000

Please Note: The hourly and/or annual salary amount is based on a *good faith* compensation analysis in pursuant of New York City Human Rights Law (NYCHRL) listed under *Senate Bill 9457*. Final starting salary/wage is dependent on the candidate’s experience level, industry expertise, skills and other factors that are defined in the job description.

ACCOMMODATION STATEMENT:   If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

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Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.  In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator