Administration Operations Analyst

BakerHostetler Career•Columbus, OH

3h•$70,000 - $80,000

About The Position

The Administrative Operations Analyst is responsible for overseeing daily operations of administrative applications and processes, ensuring efficiency, compliance, and continuous improvement. This role involves support of daily administrative operations across the firm as a member of the Firmwide Administration Department, managing firmwide administration contracts, monitoring and reporting performance metrics, and providing actionable insights to senior management. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. ï· Operational Management Manage daily operations of administrative applications provided by third party vendors. Troubleshoot identified issues with third party vendors and users to ensure prompt resolution. Partner with cross-functional teams to support business operations across the firm. Provide prompt and effective communication with external vendors and internal stakeholders.Help incorporate tools and systems from completed administration projects into ongoing operations. Ensure smooth execution of workflows and adherence to established procedures. ï· Reporting & Analysis Create and deliver regular reports for senior management. Collect, organize, and analyze operational data to identify inefficiencies and trends. Recommend process improvements based on data-driven insights. ï· Contract Oversight Monitor contract compliance and ensure adherence to terms. Manage contract lifecycle, including renewals and documentation. ï· Documentation & Compliance Create and maintain procedure documents to support operational consistency. Develop and maintain Standard Operating Procedures (SOPs) for all administration workflows Ensure compliance with internal policies. ï· Performance Monitoring Track and monitor operational KPIs and process performance.Recommend corrective actions to improve efficiency and effectiveness. QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree with 5+ years of related experience; or equivalent combination of education and experience.
Strong analytical skills with proficiency in data analysis and reporting tools.
Demonstrated proficiency in Microsoft Office Suite including Teams, Share Point, Excel, PowerPoint, Outlook and Word.
Ability to speak effectively with all levels of clients and professional and support staff.
Interpersonal communication skills necessary to maintain effective relationships with partners, attorneys, clients and staff and to exhibit a high degree of responsiveness, diplomacy and professionalism in these interactions.
Ability to effectively and promptly respond to common inquiries or complaints from all levels of professional and support staff, clients, regulatory agencies, or members of the business community.
Ability to read and interpret documents such as operating instructions, procedure manuals, general business periodicals, professional journals, technical procedures, governmental regulations, financial reports, and legal documents.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to calculate figures and amounts such as discounts, proportions, percentages, area and circumference.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables.
Exhibit independent thinking and decision making.
Ability to think strategically, develop tactics and execute pragmatically.
Demonstrated ability to multi-task and be detail-oriented with strong organizational skills.
Strong analytical and communication skills both oral and written.
Excellent organizational and planning skills with ability to prioritize multiple tasks and projects to meet deadlines.
Outstanding creativity; flexibility and persistence; motivation and energy with the ability to work with little supervision and collaborate with other members of the team.
Ability to work overtime when needed.
A tolerance for uncertainty and an ability to prioritize and complete simultaneous projects with minimal supervision.
Strong project management skills.
Project and team management experience with attention to detail and a willingness to “roll up sleeves” and operate at whatever level is needed to accomplish tasks.
Thorough understanding of technologies that can be applied to firm operations and enhance working efficiency.
Ability to work in a fast-paced environment with strict deadlines.
Ability to exercise discretion with confidential and sensitive information.
Must be able to perform essential duties of the position with time constraints and interruptions.
A strong client service approach and team orientation.
Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities.

Nice To Haves

Prior experience working in a fast-paced environment is desirable.
Professional services or law firm experience is preferred.
Demonstrated ability to use legal and financial research systems is desirable.

Responsibilities

Manage daily operations of administrative applications provided by third party vendors.
Troubleshoot identified issues with third party vendors and users to ensure prompt resolution.
Partner with cross-functional teams to support business operations across the firm.
Provide prompt and effective communication with external vendors and internal stakeholders.
Help incorporate tools and systems from completed administration projects into ongoing operations.
Ensure smooth execution of workflows and adherence to established procedures.
Create and deliver regular reports for senior management.
Collect, organize, and analyze operational data to identify inefficiencies and trends.
Recommend process improvements based on data-driven insights.
Monitor contract compliance and ensure adherence to terms.
Manage contract lifecycle, including renewals and documentation.
Create and maintain procedure documents to support operational consistency.
Develop and maintain Standard Operating Procedures (SOPs) for all administration workflows
Ensure compliance with internal policies.
Track and monitor operational KPIs and process performance.
Recommend corrective actions to improve efficiency and effectiveness.