Workplace & Vendor Operations Coordinator

At Ellis Porter, our goal is to improve the immigration experience for employers and individuals so they can thrive in a smaller world. To do this, we've built a team of dedicated immigration professionals (we call ourselves Porters) who believe passionately in the economic and cultural benefits that immigration provides to America, and who excel at providing our clients with refreshingly clear guidance, uniquely creative strategies, and remarkably responsive service, all with genuine empathy and a personal touch.

Immigration law is very complex and full of constant challenges, but the Ellis Porter team loves what we do, and who we do it with, and we find great satisfaction in knowing that our work positively, and intimately, impacts our clients’ lives and companies.

Our Culture:

We're also immensely proud (and protective) of our culture at Ellis Porter. It's not what you would expect from a typical law firm, because we're not a typical law firm. We take our work seriously, but not ourselves. We don't tolerate drama, and jerks are not allowed. And we’ve built a wonderfully diverse team of Porters who reflect the diversity of the clients we serve.

As our team continues to grow, we’ve remained committed to cultivating an inspiring, authentic, comfortable, and flexible work environment where you are respected, encouraged to bring your whole self to work, and challenged to continue your growth as a professional in the legal immigration field.

Position Summary:
As a Workplace & Vendor Operations Coordinator, you will play a key role in supporting the Director of Operations to ensure the seamless day-to-day management of Ellis Porter's facilities, equipment, and vendor relationships. You’ll help maintain an efficient, safe, and professional environment that enables attorneys and staff to focus on delivering outstanding client service. This is an exciting opportunity to contribute to the success of a large, rapidly growing immigration law firm where operational excellence and people-centered support drive everything we do.

This position will be based on-site at our Troy, MI office, with frequent travel to our Ann Arbor, MI office required. A hybrid work schedule may be available following completion of training.

What You’ll Do:

• Support the Director of Operations with daily oversight of office facilities, including maintenance scheduling, workspace organization, and modernization initiatives
• Monitor and track office repairs, maintenance requests, and preventive maintenance schedules to ensure a safe and functional workplace
• Manage office supply inventory, equipment orders, replacements, and vendor relationships to maintain efficient operations
• Serve as the primary point of contact for facilities-related concerns from staff, coordinating with building management and other external partners for resolution
• Partner with the IT team and Managed Service Provider (MSP) to coordinate infrastructure projects, device placements, and cabling needs
• Assist in office-related budgeting, expense tracking, invoice processing, and asset management, including preparation for personal property tax reporting
• Support office moves, workstation setups, and space utilization initiatives to align with firm growth and modernization efforts
• Track vendor performance using scorecards and action plans to ensure quality and accountability.
• Monitor and enhance the front desk and visitor experience through best practice checklists, signage reviews, and regular process improvements
• Contribute to firmwide operational initiatives such as emergency preparedness planning, sustainability programs, vendor evaluations, and workplace safety
• Participate in cross-departmental projects, events, and initiatives that advance the firm’s operational goals
  
  

What Skills You’ll Bring:

• Associate or bachelor’s degree in Business Administration, Facilities Management, or a related field (preferred).
• 2+ years of experience in office operations, vendor management, facilities coordination, or administrative support (experience in a legal or professional services environment a plus)
• Excellent organizational, documentation, and project coordination skills with attention to detail and accuracy
• Proficiency in Microsoft 365 applications (Outlook, Excel, Teams, SharePoint)
• Strong interpersonal and communication skills with the ability to collaborate effectively across all levels of the organization
• Proven ability to manage multiple priorities, resolve issues resourcefully, and maintain composure in a fast-paced environment
• Sound judgment, professionalism, and discretion in handling confidential or personnel-related information
• Basic understanding of IT and network infrastructure, with the ability to coordinate effectively with technical teams and vendors
• High adaptability and initiative with a proactive mindset to anticipate needs and propose process enhancements
• Commitment to operational efficiency, continuous improvement, and supporting an inclusive and collaborative workplace
  
  

What We'll Provide to You:

• Opportunity to do challenging and highly rewarding work at a fast-growing firm with an inspiring mission
• Opportunity to join intelligent, creative, and dedicated immigration professionals who value respectful, collaborative working relationships
• Inclusive firm culture celebrating diverse perspectives, backgrounds, identities, and experiences
• People-centered workplace policies and flexible work schedules, including remote work opportunities
• Competitive compensation, health/dental/vision/life insurance benefits, a 401(k)-retirement savings plan with employer-matching, and a generous paid-time-off policy
• Casual attire, plenty of free food, and regular opportunities for exposure to international cuisine and culture
  
  

Does this position, and our culture, seem like a good fit for you? If so, we would love to speak with you about joining the Ellis Porter team! 

Ellis Porter provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

NON-SOLICITATION STATEMENT: No agencies please. Ellis Porter (EP) recruits candidates exclusively utilizing our internal Talent Acquisition team. EP does not accept any liability for fees for resumes from recruiters or employment agencies (“Agency”), without a binding, written recruitment agreement between EP and Agency describing the services and specific job openings (“Agreement”). EP may consider any candidate for whom an Agency has submitted an unsolicited resume and explicitly reserves the right to hire those candidate(s) without any financial obligation to the Agency, unless an Agreement is in place. Any email or verbal contacts with any person within EP is inadequate to create a binding agreement. Agencies without an Agreement are requested not to contact any employees of EP with recruiting inquiries or resumes.