Business Operations Coordinator

Perkins Coie LLP is seeking a highly organized and proactive Business Operations Coordinator to oversee the daily operations, maintenance, and administrative support of our Boise office. This role is responsible for ensuring a safe, efficient, and welcoming work environment for attorneys, business professionals, clients, and guests. The ideal candidate will be a collaborative team player with strong vendor management, facilities oversight, and customer service skills.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

Facilities & Office Management

• Serve as primary liaison with building management for facilities, security, services, HVAC, and maintenance; ensure compliance with office lease.
• Oversee office appearance, maintenance, repair, and improvement of space, equipment, and furniture.
• Coordinate with Seattle Office Operations Team and manage contractors/vendors for office maintenance and improvement (e.g., AV repair, plant services, supplemental air conditioning).
• Maintain and update office floor plans quarterly for space planning.
• Coordinate local office security and safety procedures, including CPR/AED/First Aid training, floor warden training, emergency preparedness, ergonomic assessments, recycling, and shredding programs.
• Manage facilities-related onboarding/offboarding tasks, office tours, and orientations for new hires.
• Oversee new vendor set-up and manage memberships/bar dues renewals.
• Manage building keys and badges per firm policy.
• Maintain library and assist with library requests.
• Oversee hoteling and visitor reservations; ensure workspaces are clean, stocked, and equipped.
• Liaise with technology department for workspace equipment and tip sheet updates.
• Manage concierge-level requests (e.g., taxis, flowers, guest assistance) and maintain records.
• Follow firm policy for accepting service of legal papers/process servers and document accordingly.

Office Supplies & Equipment

• Order and maintain office supplies and supply rooms.
• Provide support for computer peripherals, recycling, furniture, and plant maintenance.

Vendor & Contractor Management

• Meet with vendors and recommend products/services to Office Business Director.
• Oversee office moves and direct relocation of furniture.

Office Space Utilization & Planning

• Assist with office space utilization and planning; track and assign office and storage space.

Reception, Hospitality, and Administrative Support

• Provide reception and hospitality services
• Responsible for setting up and maintaining conference rooms and other spaces for in-office meetings
• Responsible for maintaining and ordering supplies for hospitality and office services
• Participate in regular administrative meetings; provide weekly updates to Office Business Director.
• Manage invoice/expense reimbursement and office credit card reconciliation.
• Support administrative, legal, and executive assistants with clerical overload and special projects.
• Participate in onboarding, highlighting client service and concierge offerings.
• Maintain office-specific intranet page and event calendar.
• Assist records department with onsite requests.
• Manage catering orders for meetings/events, collaborating with hospitality and firm personnel.
• Coordinate office meetings, events, receptions, and appreciation weeks.
• Process all incoming mail and deliveries.
• Welcome and route clients/visitors, ensuring proper clearance and notification.
• Reserve/approve conference rooms using firm software.
• Update office documents (phone lists, floor plans, emergency plans, org charts, quick reference guides).
• Assist with special projects (space modification, business resilience, emergency response).
• Maintain office email distribution lists.

Attendance

• Maintain regular, in-office presence (5 days/week) and as needed per firm attendance expectations.

SPECIFIC SKILLS REQUIRED

• Exceptional customer service skills with the ability to interpret and assess client needs.
• Excellent written and oral communication skills; able to communicate sensitive information with diplomacy and tact.
• Basic mechanical aptitude for equipment and furniture maintenance.
• Working knowledge of building HVAC systems and telephone/data networks.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); intermediate Excel skills including data analysis and chart/graph creation.
• Accurate data entry skills and strong attention to detail with excellent follow-through.
• Demonstrated ability to prioritize and manage multiple detail-oriented projects.
• Strong problem-solving skills and the ability to take initiative and anticipate needs.
• Experience with standard databases; strong data analysis and presentation skills.
• Ability to establish effective working relationships and work collaboratively in a team environment, as well as independently with minimal supervision.
• Superb administrative and interpersonal skills; able to work in a support role with multiple individuals.
• Ability to maintain a high level of confidentiality and exercise discretion.

SPECIFIC SKILLS PREFERRED

• Knowledge of building trades, contracting procedures, and design related to structures and facilities.
• Understanding of basic employment laws.

EDUCATION AND EXPERIENCE

• A minimum of two years administrative support/coordination and office operations experience, or equivalent.
• High school diploma or equivalent and law firm experience preferred.
• Experience in a leadership role for small projects under minimal supervision is required.

At Perkins Coie, we look for self-motivated individuals dedicated to providing value and superior service and who have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals. 

This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. More information regarding benefits and programs may be found here.