Operations Coordinator

Robins Kaplan LLP•Minneapolis, MN

4d•$31 - $33•Hybrid

About The Position

The Operations Coordinator provides support to the Director of Administration in carrying out office initiatives that enhance firm member performance and guest and employee experiences. This role is designated for a hybrid work schedule with four days in office per week to facilitate collaboration with key stakeholders and one remote day per week.

Requirements

Deliver outstanding client service with a can-do attitude
Excellent verbal communication skills
Work independently
Strong time management skills
Highly organized with an aptitude for problem solving
Use initiative and independent judgment within established guidelines
Prioritize workloads appropriately
Exercise discretion with confidential, controversial, or sensitive information
Demonstrate high degree of professionalism
Work well under pressure and within tight deadlines
Word, Outlook, and Excel proficiency
5+ years’ service industry experience required.

Nice To Haves

Associate’s or Bachelor’s degree in a customer service field desired.
Prior legal industry experience preferred.

Responsibilities

Oversee event logistics and serve as on-site support for all Minneapolis office events, including (but not limited to): CLEs, Executive Board Meetings, Partner Quarterly Meetings, larger-scale internal events (Business Professional communication meetings, monthly birthday breakfasts, associate luncheons, DEI and Talent Management programs, Marketing and Business Development programs, etc.).
Collaborate on venue selection with applicable stakeholders.
Lead decisions related to event logistics, including menu selection, room setups/layout, audio visual needs, etc.
Contact and consult with vendors/venues, solicit bids, seek appropriate approvals, and file/process necessary documentation (i.e., contracts, COIs, W-9s, Vendor Payment forms, etc.).
Oversee Hospitality staff at Minneapolis office events.
Manage inventory ordering, stocking, and cost containment for: food products, custom paper requests, postage machines, trial supplies, medical items, and other.
Supervise office change-overs, oversee set-ups, accommodate visitor requests, and update applicable databases.
Assist in managing operations budget, monitoring project spend, and finding cost-cutting measures.
Manage firm notary application and renewal processes.
Reconcile and process invoices and reimbursements.
Respond to emails, voice messages, and follow up communications in a timely manner.
Complete other duties as requested.
Provide additional assistance and support as directed by his/her supervisor.