Operations Specialist

$45,000 - $50,000/Yr

Grossman Young & Hammond - Silver Spring, MD

Full-time - Entry Level

Onsite - Silver Spring, MD

Professional, Scientific, and Technical Services

About the position

The Operations Specialist at Grossman Young & Hammond, LLC plays a crucial role in ensuring the efficient functioning of the legal department within a prominent immigration and international human rights law firm. This position involves a variety of operational and administrative tasks, including financial reporting, client coordination, and office administration, all aimed at supporting the legal team and enhancing client service.

Responsibilities

• Generate and analyze legal case management reports.
• Generate and analyze cross office billing reports.
• Generate and analyze financial reports.
• Respond to all potential client inquiries and scheduling requests within 24 hours of receipt.
• Complete potential client intakes, schedule consultations, track consults, and collect consultation payments.
• Answer incoming calls and direct client questions appropriately.
• Generate and track retainer invoices and representation agreements.
• Send joint representation and dual representation engagement letters.
• Post expenses to be billed to clients and communicate with Billing and Accounting Specialist to ensure clients are billed appropriately.
• Enter consultation payments and generate invoices.
• Upload client invoices to Corridor (for Los Alamos).
• Process and/or save invoices, receipts, and documentation.
• Maintain supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
• Ensure a clean and presentable office for clients and coworkers by keeping common areas free of clutter, making sure supplies are properly stocked and stored, and basic aspects of the office are functioning properly.
• Coordinate bi-weekly firm lunch.
• Assist attorneys with expense reimbursement.
• Assist in all matters as needed (e.g. calendaring deadlines, faxing, maintaining reception area, watering plants, running dishwasher, etc.)

Requirements

• Bachelor's degree preferably in accounting, finance, business, math or other related field.
• Strong MS Office skills.
• Exceptionally detail-oriented and well organized.
• Maintain strict confidentiality standards.
• Strong verbal and written communication skills.
• Ability to work well with clients and others.
• Ability to work independently and collaboratively in a fast-paced environment.
• Enthusiasm to assume additional responsibilities as required.
• Ability to rapidly adapt to and master new IT systems.

Benefits

• Full-time position with a salary range of $45,000 - $50,000 per year.
• Overtime as necessary.