Operations Support Specialist

1 week ago

Chicago, Illinois, United States Robbins Schwartz Full time

Position Overview:

Robbins Schwartz is seeking a proficient Operations Support Specialist to assist in maintaining an organized and efficient operational framework. This role involves direct collaboration with the Firm Director and other management personnel to ensure the seamless operation of the firm's infrastructure. The ideal candidate will be self-driven, professional, and adept at managing and prioritizing various tasks.

Key Responsibilities:

  • Oversee IT and firm equipment necessary for personnel.
  • Review existing vendors and contracts; provide informed recommendations.
  • Maintain ongoing communication with management, staff, IT consultants, and vendors to guarantee optimal firm operations.
  • Assess and implement technological solutions to enhance operational efficiency and productivity.
  • Manage all firm subscriptions and platforms, including Orion, Microsoft suite, Westlaw, RingCentral, and Adobe.
  • Facilitate operations coordination to ensure effective interdepartmental workflows.
  • Supervise procurement processes to uphold cost-effectiveness and quality standards.
  • Conduct regular audits and evaluations to ensure compliance with policies and guidelines.
  • Assist in maintaining legal compliance across all operational sectors, staying informed on regulatory updates.
  • Engage in the development and execution of risk management strategies to mitigate potential threats and liabilities.
  • Review insurance policies and coverage.
  • Manage compliance initiatives, including tracking training and certifications.
  • Organize and maintain documentation to ensure accessibility and readiness for reference.
  • Support the preparation of budgets, forecasts, and reports related to operational functions.
  • Assist fellow operational staff with overflow tasks as necessary.
  • Maintain policy and procedure documentation.
  • Contribute to the analysis of budget and annual expenses/requests.
  • Assist in managing employee allowances and requests.

Qualifications and Skills:

  • Bachelor's degree in business or a related field, or equivalent experience.
  • A minimum of 1 year of project management experience with demonstrated organizational and time management skills.
  • Experience in coordinating efforts across multiple departments.
  • Proficient in Microsoft Office, Adobe, Outlook, VOIP, and document management systems.
  • Strong problem-solving skills with the ability to develop and communicate effective solutions.
  • Detail-oriented and well-organized.
  • Excellent interpersonal skills and professionalism.
  • Strong verbal and written communication abilities.
  • Ability to maintain discretion and confidentiality.

Disclaimer: This description is not an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions associated with the position. While it aims to accurately reflect the current role, management reserves the right to revise the job or assign different tasks as necessary.

Robbins Schwartz is committed to providing equal employment opportunities to all employees and applicants, prohibiting discrimination and harassment of any kind based on 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 employment terms and conditions, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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