Operations Assistant

Vedder Careers • Chicago, IL

2d • $50,000 - $58,000 • Hybrid

About The Position

Vedder's Chicago office is seeking an Operations Assistant. The Operations Assistant will process vendor invoices related to the Operations and Technology Departments for all U.S. offices for payment and ensure firm accounts are up to date. Daily reporting to Chicago Facilities& Procurement Manager; ultimate reporting to the Chicago Sr. Office Manager and the Chief Operating Officer. As an Operations Assistant, your duties will include but not be limited to: Receive all incoming vendor invoices for all U.S. offices from Operations and Technology Departments via electronic or paper delivery Identify appropriate firm and department account numbers for vendor invoices and expenses Communicate with other departments to obtain relevant backup for invoice (packing slips, proof of service, etc.) Promptly obtain necessary approvals from managers and directors Promptly submit vendor invoices to Accounts Payable Department via Emburse Expense Software Manage all critical vendor invoices from the Operations, Technology and other firm departments to ensure prompt payment Correspond with vendors and respond to inquiries regarding payments and firm account status Establish and maintain vendor relationships, which includes understanding of services provided, vendor terms, contractual terms relevant to invoicing and payment process and troubleshooting Monitor the payment process Assist with notification of building management, vendors, contractors, etc., to schedule maintenance work and site visits Track monthly invoices in Excel along with other budget/task items General assistance with daily tasks to ensure efficient operations within the Chicago office space as delegated by Facilities Manager and the Office Manager Prepare and submit expense reports in Emburse Expense Software Additional duties as assigned

Requirements

• Strong attention to detail
• Ability to prioritize and multitask in a fast-paced environment
• Ability to handle confidential information in a discreet, professional manner
• Excellent verbal and written communication skills
• Ability to interact effectively and professionally with clients and all levels of personnel, including attorneys, coworkers and administrators
• Position also requires the ability to work under pressure to meet strict deadlines.
• To perform this job successfully, an individual must be proficient in the following software: Microsoft Office Suite
• Billing software, preferably Emburse

Nice To Haves

• Associates or Bachelors Degree preferred
• Law firm experience preferred
• Knowledge of general accounting procedures

Responsibilities

• Receive all incoming vendor invoices for all U.S. offices from Operations and Technology Departments via electronic or paper delivery
• Identify appropriate firm and department account numbers for vendor invoices and expenses
• Communicate with other departments to obtain relevant backup for invoice (packing slips, proof of service, etc.)
• Promptly obtain necessary approvals from managers and directors
• Promptly submit vendor invoices to Accounts Payable Department via Emburse Expense Software
• Manage all critical vendor invoices from the Operations, Technology and other firm departments to ensure prompt payment
• Correspond with vendors and respond to inquiries regarding payments and firm account status
• Establish and maintain vendor relationships, which includes understanding of services provided, vendor terms, contractual terms relevant to invoicing and payment process and troubleshooting
• Monitor the payment process
• Assist with notification of building management, vendors, contractors, etc., to schedule maintenance work and site visits
• Track monthly invoices in Excel along with other budget/task items
• General assistance with daily tasks to ensure efficient operations within the Chicago office space as delegated by Facilities Manager and the Office Manager
• Prepare and submit expense reports in Emburse Expense Software
• Additional duties as assigned

Benefits

• Competitive Salary : We offer a competitive base salary commensurate with skills and experience.
• Bonus Program : Discretionary annual bonus program.
• Retirement Planning : Discretionary profit sharing and 401(k) matching to help you plan for your future.
• Health and Wellness : Comprehensive health, dental, and vision plans, along with optional health savings and flexible spending accounts, firm-paid Life and Disability benefits, and wellness programs to support your overall well-being.
• Paid Time Off : Competitive time off package including vacation days, paid holidays, sick time and personal days.
• Professional Development : Opportunities for continuous learning and career growth through firm provided training programs.
• Employee Recognition : Anniversary and Vedder Praise Programs to celebrate your achievements and milestones.
• Work-Life Balance : Hybrid work model and family-friendly policies.
• Additional Perks : Employee discount program, pre-tax commuter benefits, back up child & elder care, Employee Assistance Program (EAP), fitness center discounts and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree