Operations Coordinator

Robins Kaplan LLP; Minneapolis (MN); Hybrid; USD 88,140,225 - 95,503,497; Full time

Job summary

Robins Kaplan LLP is seeking an Operations Coordinator to support the Director of Administration. The role contrasts four days in the office with one remote day weekly to foster collaboration with stakeholders in Minneapolis.

Responsibilities include leading event logistics, vendor coordination, budgeting support, staff supervision, and maintaining office operations and records. Strong communication and organizational skills are essential.

Qualifications

• 5+ years’ service industry experience required.
• Associate’s or Bachelor’s degree in a customer service field desired.
• Prior legal industry experience preferred.

Responsibilities

• Coordinate event logistics for Minneapolis office events and provide on-site support.
• Oversee venue selection, menu, room setups, and AV needs.
• Consult with vendors, solicit bids, file contracts and related docs.
• Supervise Hospitality and Facilities staff at events; manage inventories.

Skills

Client service

Verbal communication

Independence

Time management

Organized

Problem solving

Judgment

Discretion

Professionalism

Deadline pressure

MS Office

Education

Associate's or Bachelor's degree in customer service

Tools

Word

Outlook

Excel

Job description

Purpose

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.

Purpose

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.

Where You Will Work

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.

Essential Duties

• 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.

Competencies

• Client service know-how
• Good judgment
• Organizational expertise
• Attention to detail
• Time management skills
• Flexibility
• Analytical thinking
• Professionalism
• Team player

Supervisory Responsibilities

This position involves direct supervision of the Hospitality and the Facilities teams.

Knowledge / Skills

• 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

Education & Experience

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

Physical Demands

• Individual will interact regularly with others verbally, in-person, and via written communication
• Ability to move/traverse about the office throughout the day (attend meetings, obtain supplies from supply room, etc.)
• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Repetitive movement (i.e. heavy computer/keyboard use)
• Occasional lifting (food and beverage trays, boxes, etc.)

In Addition To The Essential Functions Outlined Above

• Individual in this position will provide additional assistance and support as directed by his/her supervisor
• This job description is subject to change at any time

The hourly pay rate for this position is $30.76 - $33.33 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.