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Operations Assistant

Job ID: 6983

Updated: Jan 17, 2023

Location: Salt Lake City, UT, 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

The Operations Services Assistant will have a dual role, providing both Delivery Services and Digital operations support as needed.

Under direct supervision, the Operations Assistant supports the delivery of quality service to clients and Firm personnel by sorting and distributing incoming mail/courier packages; picking up and distributing internal mail; processing outgoing mail/courier packages, maintaining/distributing office supplies, and the inter-office pouch. This role will also be asked to work with other teams assisting with office moves and set ups; conference room set-ups and additional duties as assigned. This position will also record accurate billing information for all completed work daily and maintain accurate reports, logs, and measurements related to department requests. The ideal candidate must be able to work collaboratively with other administrative personnel and must be flexible and able to multi-task while prioritizing a variety of responsibilities. The Operations Assistant will be a primary point of contact with visitors and guests and, therefore, must possess a professional image and phone presence.

Essential Job Functions:

  • The schedule for this position is Monday through Friday, 9:00 am – 6:00 pm MT with a one-hour meal break. Must be available to work overtime, as needed.

Essential Functions:

  • Receive, sort, and deliver incoming mail and packages; process outgoing mail, all in a timely manner.
  • Deliver incoming courier envelopes and packages; process outgoing courier envelopes and packages; arrange for courier services as needed.
  • Assist Firm personnel with mailing needs, such as certified mail, FedEx, UPS, and courier services.
  • Coordinate, prepare, and process all incoming/outgoing mail for scanning then deliver the parcel to the addressee electronically and/or physically.
  • Track courier and accountable items (FedEx, UPS, Certified Mail, etc.).
  • Prepare and process incoming and outgoing inter-office pouches.
  • Support financial results by minimizing waste and rework, utilizing equipment and supplies in a cost-effective manner.
  • Clean and stock department supplies as necessary. Will also maintain and distribute office supplies to end users.
  • Maintain accuracy of required reports, logs, and measurements.
  • Assist in the facilitation of office moves
  • Prepare office space for new arrivals
  • Create ID badges for new personnel and visitors
  • Work in collaboration with Operations team in a combined effort to schedule, assist, report and follow up on building related maintenance requests
  • Collaborate with IT and Conference Services in coordinating internal and external events, including coordination of supplies, signage, room set-up and any other requests
  • Maintain department supplies and storage rooms including keeping an inventory, and ordering supplies
  • Maintain pantry room supplies and restock food and beverage
  • Provide office space reports and office supply inventory reports to Office Manager
  • Manage and update all documents and files related to repairs, utilities, permits, maintenance and other facilities related items.
  • Process invoices related to facilities, and mailroom activities, create requisition forms, process purchase orders, monitor order status, including prepare, execute and track vendor service contracts
  • Maintain floor plans
  • Keep track of all meetings and events in office and help direct callers and visitors to each.
  • Add guest names to building security website to allow entry to the building for outside guests.  Arrange for temporary internal IDs for visiting attorneys.
  • Monitor meeting start times to ensure rooms are vacated on schedule.
  • Check visitor offices prior to guest’s arrival and after departure, to ensure correct set up.
  • Greet guests and walk them to the appropriate conference room, attorney’s office, or visitor office.

Additional Functions: 

  • Assists with Digital Services requests depending on coverage and workload of the department.
  • Operates production printers, scanners, copiers, binding machines, and other digital services related equipment.
  • Completes various print and scan projects and requests using high-volume production MFDs and the Copitrak scanning platform; prepares, scans, and reassembles original documents.
  • Performs quality control checks on print jobs including print quality, job alignment, paper stock, and material used in the printing process.
  • Cross trains in all areas of production such as printing, copy, binding, cutting, drilling, and folding.
  • Manages and stocks supplies for all MFD equipment. Stocks and maintains production supplies including paper, tabs, etc. 
  • Performs duties and special requests as assigned by management.

Qualifications & Requirements

The qualified candidate will have 2+ years of experience in a customer service-related role preferably in a law firm or professional services environment.  Excellent written and verbal communication skills; a customer service orientation; a proactive work ethic; attention to detail and the ability to work well under pressure in a constantly changing environment are required.  The qualified candidate must have regular and predictable attendance and the ability to work overtime before and at the end of the work day.  Strong organizational skills are essential, including the ability to analyze, assess and prioritize work assignments with minimal supervision.

Ability to type 40+ wpm and to handle multiple incoming telephone lines is required.  All qualified candidates will have a strong working knowledge of the internet, document management systems, and the MS Office Suite.  A Bachelor’s degree is preferred or the equivalent combination of education and work experience is required.

Work Environment: 

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

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.