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Operations Coordinator

Job ID: 6729

Updated: Jul 22, 2022

Location: Miami, FL, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.

As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,000+ lawyers) operating from 18 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

POSITION OVERVIEW

This position will provide general administrative support to the Miami Office under the supervision of the Operations Manager. The position is highly visible and will be exposed to all aspects of law firm operations.

The Operations Coordinator serves as the digital image and mailroom expert within the Operations department. The Coordinator is responsible for providing staff with a wide variety of digital document processing services and mail-related requests. Under minimal supervision, the Coordinator performs complex tasks involving the use of document scanners, printing equipment, and media duplicators.

The Operations Coordinator may need to provide back-up support to the Guest Services function, including, answering the main phone line, directing visitors, managing conference center usage and other duties as necessary.

ESSENTIAL JOB FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Regular and predictable attendance is an essential function of the job. The expected schedule for this position is Monday through Friday from 10 AM – 6 PM. There may be occasional requirements to adjust work hours by coming in early, staying late, or delaying lunch breaks in order to provide coverage.
 

Copy/Printing

May perform some Digital Services responsibilities and other duties, which would include:

  • Run high volume MFD machines, perform binding and finishing work as well as imaging and conversion services as requested, including electronic endorsement, PDF to Native, and Native to PDF or TIFF
  • Perform on-site document imaging/ scanning services, including document organization, disassembly, scanning/imaging, and reassembly, ensuring document integrity through completion
  • Ensure convenience copiers are working properly, checking for quality via daily inspections

Mailroom

  • Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames. Wrap, seal, weigh, affix postage, and dispatch all outgoing mail/packages by following postal regulations. Prepare and process all courier, USPS, UPS, and FedEx packages using package-tracking software provided by the firm. 
  • Prepare outgoing inter-office pouches sent to client affiliates as scheduled (if applicable). Tracks courier and accountable items (FedEx, UPS, Certified Mail, etc.)

Customer Service

  • Ensure the highest level of customer care
  • Assist walk-in customers, answer incoming phone calls, and monitor the department email account.
  • Coordinate internal resources or vendor services as needed to meet customer needs
  • General Production Tasks
  • Support financial results by minimizing waste and rework, utilizing equipment and supplies in a cost-effective manner

Clerical and Other Duties

  • Responsible for creating and entering all Digital Services Job Tickets
  • Clean and stock department supplies as necessary
  • Record accurate billing information for all completed work on a daily basis
  • Perform duties and special requests as assigned by management
  • Ensure thorough set up and break down of conference rooms for meetings

Qualifications & Requirements

Education:  A High School Diploma or equivalent work experience is required.
Experience: Prior office experience required, preferably in a law firm or professional services environment.


The Coordinator will have a strong knowledge of mailroom and delivery practices and experience in a facilities environment. Strong typing skills are required, as are solid overall computer skills, including extensive working knowledge of the Microsoft Office Suite, internet and web-based applications, messaging applications, and the Microsoft operating system. 

In addition to the technical skills and experience required, the Operations Coordinator must have solid communication skills, both written and oral, and be highly responsive, customer service oriented, committed to quality, and deadline driven.

Also required is strong attention to detail, outstanding organizational skill, a high degree of concentration, patience, professionalism, and the ability to multi-task, all within a fast-paced, rapidly expanding, and evolving work environment.

A motivated self-starter with the demonstrated ability to work independently, collaborate on projects, and participate in a team-oriented environment is an ideal candidate for this position.

Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to sit, stand and walk, as well as to lift and carry objects such as boxes and catering set-ups weighing up to 20 pounds. The employee is occasionally required to stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eyestrain, typical for an office environment

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.