SUMMARY

The Operations Assistant supports the Atlanta office by managing a variety of administrative tasks to ensure smooth operations of the office.  The Operations Assistant’s responsibilities encompass a wide range of duties that contribute to the overall functionality and productivity of the office.

ESSENTIAL FUNCTIONS

• Serves as point of contact for greeting and welcoming visitors
• Files and maintains records, copies documents, and schedules meetings.
• Assist with drafting and distributing important announcements via email to other staff members as directed by Office Head
• Assists with overflow of legal document revisions
• Assists Legal Assistants with producing and disseminating mass mailings
• Manages the office calendar
• Handles the bi-monthly operating account reconciliation process and completes check requests
• In collaboration with Human Resources, utilizes the firm attendance system to submit staff timesheets and time off request and assists with completion of I-9 forms for new hires
• Maintains and assembles marketing materials
• Secures meeting space both inside and outside the office (coordinates conference rooms, Visiting Attorney offices, visitor list with security)
• Makes reservations for business lunches or orders in/catering
• Works with Office Services to clear meeting room upon completion of meetings
• Works with Office Services to test video and computer equipment and assist with set-up of video meetings
• Serves as point of contact for property management (communicating building events/activities, submitting work orders through BuildingEngines, coordinating repairs with outside vendors/IT/Facilities department, ordering/activating/deactivating keycards, working with parking garage management on monthly parking issues and obtaining parking validations)
• Issues laptops to attorneys through AssetPanda
• Helps coordinate office moves and related technology needs, update phone directory and floor plan as needed (including welcoming new hires, working with HR on new hire issues and working with Office Services to prepare office/workstation for new hires)
• Process expense reports (related to catering orders, office client development events)
• Work with Office Services to review and approve supply orders
• Work with Office Services to update library as needed
• Manage Preparis and emergency communications, procedures, and equipment (AED machine, CPR certification, building evacuation)
• Coordinate Summer Event, Holiday Party, Thanksgiving Lunch
• Coordinate payment of GA Bar dues, City of Atlanta Professional License Fees, Atlanta Bar Association dues
• Performs other duties as talents, interests and needs permit to support office coordination efforts.

QUALIFICATIONS

Education:     High School Diploma required. Associate’s degree preferred.

Experience:    Minimum five years of experience in a law firm or legal department.

Skills:             Ability and willingness to manage and balance a variety of activities and wide range of responsibilities, excellent communication skills, computer literacy and technical ability.

Equipment Used: PC, video conferencing unit, printers, copiers, fax machines, postage machine            

WORKING CONDITIONS

Typical office conditions.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions and responsibilities.