Senior Operations Coordinator

Company: Finnegan
Location: Washington
Posted on: May 1, 2025

Job Description:

Finnegan is more than just a law firm - we are a powerhouse of innovation and strategy growth. We pride ourselves on providing top-tier intellectual property services globally. Our success is rooted in our emphasis on relationships with our clients and each other. We care about every individual, and it is why many professionals have spent their entire careers at Finnegan.Role OverviewThe Senior Operations Coordinator provides general administrative support to firm management, ensuring efficient daily operations to the Washington, DC office. This role works closely with the Conference Services team to help coordinate catering logistics, including inventory management, vendor procurement, and supplier coordination. The coordinator plays a key role in maintaining office amenity standards and supporting the logistical needs of meetings and internal events.Responsibilities

• Oversee and maintain inventory levels for all conference room supplies, coffee stations, snack areas, and catering essentials, ensuring consistent availability across all areas.
• Conduct regular audits of inventory and supplies to identify usage trends, minimize waste, and prevent shortages.
• Develop efficient and scalable ordering processes and replenishment schedules for office snacks, beverages, and event-related supplies.
• Procure food vendor contracts, including coffee suppliers and catering vendors-for the DC office, ensuring quality, reliability, and cost-effective agreements aligned with office needs.
• Act as the primary point of contact for food and beverage vendors, managing relationships and addressing service issues promptly and professionally.
• Ensure all procurement activities comply with company policies and budgetary guidelines.
• Collaborate with internal teams to plan and organize catering arrangements for in-office events, meetings, and other gatherings, such as employee celebrations and recognition.
• May assist with the accurate scheduling of conference rooms and meetings (including catering requests), effectively managing last-minute or conflicting requests via the firm's electronic scheduling systems or platforms like MS Teams and Zoom.
• Assist in the coordination of office-wide events, ensuring seamless support for logistics, vendor procurement, catering, and space setup.
• Stay up to date with office amenity and concierge trends and make recommendations to improve the food, beverage, and overall hospitality experience.
• Identify opportunities to improve procurement efficiency, vendor quality, and inventory systems.
• Other duties as assignedQualifications
  • High school degree or equivalent required; Bachelor's Degree or some college preferred.
  • A minimum of three years of experience in the legal, hospitality or professional services environment preferred
  • Experience using an event management system required, preferably EMS; preferably in a law firm, professional services or hospitality environment.
  • Proven experience in administrative or facilities coordinator or management roles, ideally involving procurement or supply coordination.
  • Experience using Microsoft Office and meeting platforms such as Teams and Zoom, as well as conference room scheduling and/or food ordering systems. Familiarity with the Internet/Intranet and using the internet for research.
  • Familiarity with inventory management systems and basic budgeting.
  • Strong data entry and word processing capabilities.
  • High-touch customer service skills, professional demeanor, and prior experience in professional services environments.
  • Exceptional attention to detail and accuracy.
  • Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
  • Strong organizational, multitasking, and project management abilities.
  • Ability to work effectively under pressure and meet frequent deadlines.
  • Capable of prioritizing multiple tasks in a fast-paced, demanding environment.
  • Independent and team-oriented work capabilities.
  • Excellent interpersonal skills for managing diverse workloads and vendor relationships.
  • Proficient in managing a varied workload while effectively negotiating and maintaining strong vendor relationships.
  • Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced duties and provide support to varied office members.If you are detail-oriented professional with a passion for crating compelling narratives and driving business growth, we want to hear from you.The base annual pay range for this role is between $80,000 - $95,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.Equal Employment Opportunity Statement:Finnegan is an Equal Opportunity Employer. The firm is committed to providing equal employment opportunities to all applicants for employment, as defined by applicable state and federal laws, without regard to race, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity or expression, physical or mental disability, medical condition, military or veteran status, genetic information, marital status, pregnancy, childbirth, or related medical conditions, or any other protected status in accordance with all applicable federal, state and local laws. For candidates needing reasonable accommodations or assistance with the application process, please contact Human Resources at 202.216.5400.Our privacy policy for applicants can be found here .
    • Job Family 58-Conference Services/Receptionists
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Keywords: Finnegan, Olney , Senior Operations Coordinator, Other , Washington, Maryland