Firm Operations Assistant

Vayman & Teitelbaum•Alpharetta, GA

About The Position

The Firm Operations Assistant is a key support role designed to keep our office running smoothly and efficiently. This person will wear many hats - assisting with special projects, supporting firm operations, schedule coordinating, assisting with firm gifts, and providing help desk assistance for our team. This position offers an opportunity to work closely with leadership and all departments, gaining exposure to a wide range of operational and technology related tasks. The ideal candidate is organized, resourceful, and approachable - someone who enjoys bringing order to chaos, finding solutions, and making the workday easier for everyone around them.

Requirements

1-2 years of operations experience.
Strong multitasking and organizational skills with the ability to manage competing priorities.
Excellent problem-solving skills and a proactive approach to getting things done.
Comfortable working with technology and learning new software platforms.
Exceptional communication skills and a warm, professional demeanor.
A strong sense of teamwork, accountability, and positivity.

Nice To Haves

You’re a team player who takes pride in helping others succeed.
You stay calm and composed under pressure and enjoy solving problems.
You take initiative - if something needs to get done, you don’t wait to be asked twice.
You bring a friendly, can-do attitude to every task, big or small.
You appreciate structure but can also pivot when things change (as they often do in a busy law firm).

Responsibilities

Assist with daily office operations to ensure a smooth and efficient workplace.
Support communication and coordination across departments to keep everyone aligned and informed.
Maintain calendars, reminders, and internal tracking systems for ongoing projects and firm initiatives.
Manage Office Supplies Inventory; prepare weekly Office Supplies Report and order list.
Managing Kitchen Supplies Inventory; prepare weekly Kitchen Supplies Report and order list.
Create and Maintain Equipment, Software, and Computer Technology inventories to ensure all licenses software and systems are operating at full capacity.
Assist with managing team PTO.
Assist with preparing for Team Member Reviews.
Assist with managing the birthdays and anniversaries of Team members.
Assist with preparing financial reports.
Proactively identify ways to improve processes and streamline operational tasks.
Serve as the first point of contact for basic technology and software support (password resets, printer issues, connectivity questions, etc.).
Assist with onboarding new hires by setting up workstations and coordinating onboarding tasks and events.
Assist team with hardware and software challenges and other inquiries.
Assist the leadership team with maintaining all equipment for peak performance, ensuring all software has appropriate updates.
Assist the leadership team with setting appropriate user permissions on files, programs and electronic equipment.
Help ensure that our technology tools are used effectively across the firm.
Take ownership of assigned special projects and tasks, working directly with firm leadership to see them through from start to finish.
Support the implementation of new firm initiatives, technology platforms, or operational improvements.
Handle confidential information with professionalism and discretion.