Operations Coordinator (Purchasing & Corporate Insurance)

Maryland Legal Aid (MLA) provides life-changing civil legal assistance to eligible residents in every part of the State. Since 1911, MLA has provided high-quality legal services to low-income, and marginalized individuals and communities–helping them remedy their civil legal issues and become empowered to overcome challenges, achieve stability and independence, and an overall better life.

MLA is dedicated to preserving the basic human needs and basic human rights of clients, particularly as they navigate the justice system. MLA staff, pro bono attorneys, community partners, and general supporters all play important roles in ensuring that the legal playing field is leveled so that those most in need achieve equal access to justice. It is because of this diverse support that MLA is able to be a voice to tens of thousands of economically disadvantaged and vulnerable Marylanders every year.

As part of MLA’s Administrative Services Unit (ASU), the Operations Coordinator (Purchasing & Corporate Insurance) handles purchasing and insurance matters for Maryland Legal Aid’s (MLA) departments/offices statewide. This position interfaces with external insurance broker Account Managers and internal stakeholders to ensure that corporate insurance coverages remain in effect. The operations coordinator will assist with the annual department budget of the Administrative Services Unit. This position reports to the Director of Administrative Services and works in partnership with the Administrative Services Unit staff, Information Technology staff, Office Managers, Administrative Assistants, and Vendors.

Duties and Responsibilities:

Purchasing

• Review and process purchase requisitions received from departments/offices in accordance with approved purchasing policies and procedures.
• Utilize accounting software to create purchase orders and enter invoices, ensuring proper assignment of cost centers.
• Administer the invoice approval process in accordance with MLA’s purchasing policy and procedures.
• Maintain a variety of tracking logs related to invoicing.
• Obtain and compare competitive bids and quotes from vendors and negotiate purchase prices and terms related to the purchase of furniture, equipment, consumable office supplies, and services.
• Research and maintain a list of best pricing for supplies and services.
• Maintain the Baltimore City office’s main supply room to ensure optimal supplies.
• Identify and evaluate opportunities for continued enhancement of purchasing procedures and processes.
• Maintain good working relationships with other MLA units, vendors, and business contacts.

Corporate Insurance

• Liaise directly with MLA’s external insurance Account Managers to ensure that all MLA and MCLA insurance policies (Business Owners, Workers’ Compensation, Crime, Cyber Liability, Fiduciary Liability, Flood, and Professional Liability/Malpractice) remain in effect via the timely supplication of requested insurance carrier data requests, on or before specified deadlines.
• Responsible for coordinating responses to annual insurance audits, obtaining required data and presenting the results and recommendations to the Director of ASU.
• Responsible for maintaining all insurance files, including underlying data, and updating them when necessary.
• Responsible for coordinating insurance coverage for special projects, as requested.
• Obtaining and/or providing Certificates of Insurance from MLA vendors or providing to external parties such as Grantors, Property Managers/Landlords, etc.

Budgeting

• Assist the Director of ASU with developing ASU’s annual department budget. During the year, identify and research any subsequent budget anomalies identified by Finance.

Other Duties

• Other duties, including special projects, as assigned by the Director of ASU.