Operations Assistant

Founded in 2003, Lydecker is a growing AV-rated full-service law firm with over 140 attorneys throughout Florida, New York, New Jersey, Pennsylvania, California, and Georgia, and Texas. We currently have an opening for an detail-oriented Operations Assistant to join our Miami team!

Position Overview:

The Operation Assistant supports the Director of Operations & Human Resources by assisting in any and all tasks that support the smooth operation of the law firm. The Operations Assistant will be the point person for the Miami office and responsible for providing administrative support to ensure efficient operation of the office by communicating between departments. The Operations Assistant will also be responsible for completing multi-level tasks in a professional and timely manner. The ideal candidate will be okay with ordering/unpacking supplies, handling phone calls, making sure our office is neat, greeting new hires, and have the ability to handle complex projects like documenting detailed and complex instructions from attorneys, reconciliation assistance, and workforce ratio analysis.

Job Responsibilities:

• Point Person for Miami Office and Directly Supporting Director of Operations and HR

o Assist Director of Operations and Human Resources with any daily tasks they may have such as calling back missed calls, researching, and creating new excel/word documents o Assisting any and all staff and attorneys with any needs they may have

o Ensure the Office Services team is being efficient with their time and projects are being completely timely and accurately.

o Collaborating with other staff members to efficiently execute projects

o Maintain a list of priorities of the different tasks assigned to them

• Creating, maintaining, and entering information into databases and formatting

o Convert pdf to word and vice versa

o Format documents to follow firm branding

• Helping organize and maintain office common areas

o Ensure the office is well maintained and presentable at all times

o Collect loose supplies found around the office

o Order new supplies as inventory gets low

o Maintain professional, neat, and clean office appearance at all times

o Optimize space by rearranging bookshelves, desk, and cabinets o Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Attend and support meetings.

o Coordinate office meetings and staff meetings

o Attend and participate in any project meetings such as vendor meetings and weekly meetings with the Director of Operations & Human Resources

• Scheduling visitors and managing deliveries.

o Add visitors to Building Security List

o Contacting management in regards to availability in the loading dock for large deliveries

o Schedule deliveries within appropriate delivery window as outline by the building

• Office Support

o Produce and distribute correspondence memos, letters, and forms

o Submit invoices to accounting and complete monthly reconciliation on expenses

o Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Assist with office operation projects and tasks o Includes but not limited to copy services, answering phones, and short notice projects

o Back up team members when needed

o Provide solutions to various situations as they occur to support operating smoothly

• New Hire Support

o Ensure office is ready and set up

o Set Up Parking and Building Access

• Office Events

o Coordinate Office Events such as company parties and in office events

o Work with vendor to get quotes and present options for approval

o Set Up and Tear Down Events

• Annual Local Business Tax Project

o Work with different jurisdictions to register all attorneys

• Point of Contact for Other Office Point of Contacts

o Follow up on projects for other offices such as signage, furniture orders, and inventory

• Maintain Office Services Handbook
• Other duties as assigned

Job Requirements:

• Requirement to work a minimum of forty (40) hours a week
• Required to respond to emails within twenty-four (24 hours) of receipt
• Required to return all calls within twenty-four (24 hours)
• Ability to keep Director of Operations and HR up to date at all times

Qualifications:

• Associates degree or 3 years of equivalent experience
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Proficient in creating formulas, using the Vlook up function, filter function, and concatenate function within excel
• Able to organize and manage large amounts of tasks, tight deadlines, and information
• Excellent time management with the ability to prioritize is required
• Excellent written and verbal communication skills with a positive attitude and an energetic work ethic
• Ability to multi-task, organize, prioritize work, and have attention to detail
• Able to handle sensitive information in a confidential manner
• Ability to sit for prolonged periods of time and work on a computer
• Ability to type 40-60 WPM
• Ability to lift 50lbs
• Ability to work Mon – Friday 8:30am to 5:30pm in the Miami - Brickell office.

Come join our Miami office!

Vision: Our vision at Lydecker is to be a trusted partner that redefines excellence in legal services. We envision a future where our innovative approach to client service sets new standards in the legal industry. With a relentless commitment to integrity, collaboration, and excellence, we aspire to be the first choice for clients seeking unparalleled solutions and results. Together, we will shape the future of legal practice, empowering individuals, and clients to thrive in an ever-evolving world.

Mission Statement: At Lydecker, our mission is simple: to exceed client expectations with efficient, strategic, and collaborative service. We're dedicated to long-term success for our clients, attorneys, and staff, fostering a culture of excellence and teamwork.

Company Values:

1. Excellence: At Lydecker, we are committed to excellence in all that we do. We strive for the highest standards of quality, professionalism, and innovation in delivering legal services. Our dedication to excellence drives us to continually improve, adapt, and exceed expectations.

2. Integrity: Integrity is the cornerstone of our relationships, both internally and with our clients. We conduct ourselves with honesty, transparency, and ethical behavior always. Trust is paramount, and we uphold the highest standards of integrity in every interaction, decision, and action we take.

3. Collaboration: We believe in the power of collaboration to achieve greater success. At Lydecker, we foster a culture of teamwork, respect, and support among our attorneys and staff. By working together seamlessly, leveraging diverse perspectives, and sharing knowledge, we maximize our collective talents to deliver exceptional results for our clients.

4. Care: We take care of our people because we genuinely care about each one of them, and we believe that by fostering a culture of care, we can create a more resilient, supportive, and successful organization for all. We show that we care about our employees through employee well-being, professional growth and development, work-life balance, diversity and inclusion, and community engagement

Interested candidates may reply to this posting or contact careers@lydecker.com for immediate and confidential consideration.

To learn more about Lydecker LLP, please visit our website at www.Lydecker.com or visit LinkedIn #LydeckerCareers #LydeckerLife.

Lydecker LLP is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual status in any group or class protected by applicable federal, state, or local law.

PLEASE NO AGENCIES!