Job Summary:
Robbins Schwartz is looking for an experienced, competent Operations Specialist to provide support in an organized and timely manner. The Operations Specialist will work directly with the Firm Director, and other Firm management to support the firm’s operations. The Operations Specialist will be responsible for ensuring the smooth and efficient functioning of the Firm’s operational infrastructure, including managing day-to-day operations. The candidate should be self-motivated, professional, and capable of managing and prioritizing tasks.
Essential Duties & Responsibilities:
- Manage IT/firm equipment required by personnel.
- Audit current vendors and contracts; make recommendations accordingly.
- Maintain constant communication with management, staff, IT consultants, and vendors to ensure proper operations of the firm.
- Evaluate and implement technology solutions to streamline operations and enhance productivity.
- Manage all firm subscriptions and platforms including Orion, Microsoft platform, Westlaw, RingCentral, and Adobe.
- Coordinate operations, ensuring smooth functioning across departments and efficient workflow processes.
- Oversee procurement processes to ensure cost-effectiveness and quality standards.
- Conduct periodic audits and assessments to ensure adherence to policies and guidelines.
- Assist with ensuring legal compliance across all operational areas, staying updated on regulatory changes.
- Participate in developing and implementing risk management strategies to mitigate potential threats and liabilities.
- Audit insurance policies and coverage
- Manage compliance activities, including tracking training and certifications.
- Organize and maintain files to ensure they are up to date and ready for quick access and reference.
- Assist in the preparation of budgets, forecasts, and reports related to operational activities.
- Assist other operational staff with overflow work when needed.
- Maintaining policy and procedure documents
- Assist in analyzing budget and annual expenses/requests.
- Assisting in managing employee allowances and requests.
Qualifications and Technical Skills:
- Bachelor’s degree in business or related field, or equivalent
- At least 1 year of project management experience and proven organizational and time management abilities
- Experience coordinating across multiple departments
- Proficient in Microsoft Office, Adobe and Outlook, VOIP, and document management systems
- Skilled problem solver with the ability to create and communicate solutions.
- Detailed oriented and organized
- Strong Interpersonal Skills and Professionalism
- Strong Verbal and Written Communication
- Discretion and confidentiality
Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
Robbins Schwartz 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.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
