Business Operations Associate

2 weeks ago

Costa Mesa, California, United States Haynes and Boone Full time
About Us
At Haynes and Boone, our team is the cornerstone of our achievements. We recognize the significance of each individual's contribution to our outstanding legal services, and we seek individuals who will enhance our professional reputation, strengthen client connections, and share in our collective success.

Our Office
Located in Orange County, our office caters to California's leading technology sectors, leveraging the West Coast's global connectivity. We excel in various areas, including intellectual property (IP), inbound Asian work, venture-backed corporate matters, and significant litigation such as patent disputes, securities issues, insurance coverage, and class action labor and employment cases. Our vibrant economic landscape is home to a diverse range of businesses, from Fortune 500 firms to innovative tech startups. Our expanded presence enhances Haynes and Boone's national capabilities while providing clients with the advantages of our growing geographic reach.

Role Overview
This non-exempt position offers client concierge, administrative, and secretarial support for the corporate transactional group in Orange County.

Key Responsibilities
  • Serve as a trusted advisor, closely collaborating with clients to comprehend their unique needs and preferences.
  • Exhibit strong client relationship skills to ensure an exceptional experience during each interaction.
  • Act as the primary point of contact for both internal and external clients, fostering personal relationships with client contacts.
  • Anticipate client needs and provide tailored recommendations that enhance overall client satisfaction.
  • Identify opportunities for improvement and growth in nurturing client relationships.
  • Manage incoming calls and address routine and non-routine inquiries.
  • Coordinate meetings and appointments, welcoming clients and guests as needed.
  • Handle confidential information with discretion.
  • Work independently and collaboratively on special and ongoing projects.
  • Effectively manage multiple tasks and competing priorities while tracking deadlines and details.
  • Prioritize tasks to ensure the most critical responsibilities are addressed first.
  • Adapt to unexpected challenges, finding innovative solutions to resolve issues swiftly.
  • Draft correspondence related to client matters.
  • Maintain contact lists and appointment calendars for attorneys, managing a database of potential client contacts.
  • Coordinate travel arrangements and changes as necessary.
  • Prepare, submit, and reconcile expense reports.
  • Assist in the preparation of regular WIP accounting reports for client contacts.
  • Perform general administrative functions, including processing new client requests and client billing.
  • Conduct word processing tasks for client-related documents, ensuring accuracy and proper formatting.
  • Maintain electronic files and prepare closing binders as required.
  • Manage incoming and outgoing mail.
Additional Responsibilities
  • Undertake other related duties and special projects as assigned.
Reporting Structure
The Business Transaction Specialist reports to the Office Administrator.

Qualifications
Knowledge and Experience
This role requires a minimum of three years of general office experience or training, or an equivalent combination of education and experience. Experience in a law firm or professional services environment is preferred, along with prior experience in a client-facing role. A broad range of technical skills, with a willingness to learn new software applications, is advantageous.

Skills
The ideal candidate will possess strong customer service skills, be a positive and energetic team player, and be detail-oriented. Proficiency in Microsoft Office Applications is essential. A customer-centric mindset is crucial, with the ability to anticipate client needs and provide exceptional service. Strong written and verbal communication skills are necessary, along with the ability to work independently and collaboratively. The candidate must be able to maintain confidentiality while answering inquiries and possess a sense of urgency. Flexibility and adaptability to change are important, as are strong organizational skills to manage a diverse workload.

Education
A high school diploma or equivalent is required; some college coursework is preferred.

Physical Requirements
Must be able to move around the office occasionally and remain stationary for extended periods. This position involves regular use of computers and office productivity machines. Occasional lifting of documents or files weighing up to 15 lbs. may be required.

Working Environment
This role is based in an office environment, with occasional overtime required. The current schedule is hybrid, with a combination of in-office and remote work.

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