Operations and Security Specialist
About Ropes & Gray:
Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.
The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
Overview:
Maintains firm wide physical security infrastructure along with Operations Department ticketing system. Supports day to day department operations and acts as owner of special projects as identified by the Director of Operations.
Responsibilities:
Security:
- Manages all physical security projects involving devices tied to the firm’s security systems. Includes new build outs, upgrades, and modifications of existing hardware and software
- Troubleshoots and resolves physical security issues firm wide
- Researches and develops plans to enhance the firm’s physical security infrastructure with the goal of making it more secure, efficient and user friendly
- Maintains effective working relationship with security integrator and ensures high quality service is being delivered
- Partners with IT department on security software installs, upgrades, and troubleshooting
- Works with building landlord security teams to resolve building access issues, navigate system changes and ensure safe and seamless access for R&G personnel
- Oversees and executes security software configuration changes
- Maintains spare parts inventory, security maintenance log, and budgets for proactive replacement of failing and outdated equipment
- Acts as subject matter expert on security system software
- Ensures physical security and software database audits are completed according to schedule
- Creates and maintains internal protocol documentation on access card management, duress alarm system and other security procedures and best practices
- Processes access card requests
- Onboards and trains new department members on security software
- Oversees yearly fall and summer associate class ID badging process
Work Order System:
- Acts as main point of contact for workflow improvements and as department subject matter expert on Jira and Confluence software
- Onboards and trains new department members on Jira software
- Creates scheduled tickets to assist with staying on top of scheduled recurring tasks
- Assists with department requests that come through Jira
- Helps fulfill requests in other team member’s queues when they are out of the office
- Assists Facilities Manager in keeping master preventative maintenance schedule for the Boston Office
- Adjusts schedule and/or works overtime as needed to meet maintenance needs
- Provides support to Office Administrators in smaller office locations in solving equipment problems as needed
- Coordinates and oversees Pre-Action system preventative maintenance
- Is responsible for Boston subtenant onboarding and move-out, acting as a local resource to subtenant’s administration team and ensuring that all related tasks and improvement projects are coordinated
- Acts as project manager for other special projects identified by Director of Operations
- Processes department invoices as needed
- Processes Prudential Garage invoices for monthly parking and validated tickets
- Provides backup with furniture reconfigurations, conference setups and other facilities tasks
- Assists with relocation and expansion projects in other firm offices as required
- Cross-trains in other Operations department responsibilities to ensure responsibilities are covered when teammates are out
- Performs other work-related duties as assigned
Qualifications:
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- Bachelor’s Degree or five years of equivalent experience
- Good understanding and ability to use computer applications such as Microsoft Word and Excel, Adobe Pro and CAFM systems
- Good understanding of the operating characteristics of minor operating equipment
- Ability to identify and analyze issues and problems in operations using both qualitative and quantitative sources and recommend solutions
- Ability to organize and prioritize numerous tasks and projects and complete them under time constraints
- Ability to follow up and follow through
- Ability to work both independently or under specific direction
- Ability to work effectively in a multi-office environment
- Interpersonal and customer service skills necessary to communicate professionally in person, by email and telephone with a diverse group of attorneys, staff and vendors to provide information with courtesy and tact
- Reliable and punctual
- Willingness to learn and adapt to new systems and procedures
- Ability to maintain strict confidentiality of the firm's internal and personnel affairs
- Ability to work in a team environment
- Must be flexible and able to work under tight deadlines, handle multiple tasks, and respond quickly to changing priorities
WORKING CONDITIONS:
- Office-based role with regular business hours.
- Flexibility in reporting hours, available for unscheduled overtime
- May involve extended periods of sitting and working at a computer
- Ability to lift at least 45 pounds and able to move freely within the workplace
Compensation and Total Rewards Package:
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance.
The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.
- Boston: 70,500 - 107,550
Working Conditions:
This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.