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Operations Assistant

Operations Assistant

Position Description:

We are seeking a highly organized and adaptable person to join our Operations team in our New York City office as an Operations Assistant. Operations Assistants at Kostelanetz LLP provide essential administrative and operational support, collaborating with lawyers and clients to enhance efficiency and productivity.

The ideal candidate brings a ‘can do’ attitude to the position and possesses the ability to seamlessly manage a diverse array of tasks with utmost efficiency and professionalism. It is expected that the Operations Assistant will work 5 days a week, on-site, in our New York office. Off-site work may be needed at times.

As an Operations Assistant, you’ll provide crucial administrative and operational support, ensuring smooth daily operations by managing tasks, coordinating activities, and assisting with various projects to improve efficiency and productivity. Our staff works closely with our lawyers and clients daily to provide unparalleled operational and administrative support, in line with our firm’s global reputation for excellence.

Kostelanetz is a small firm. Accordingly, all employees at the firm are expected to participate as helpful team members and to view their overall job responsibilities as encompassing whatever is necessary to further the mission of the firm and its clients. Employees must be prepared to both responsively and proactively take on responsibilities that may not be explicitly outlined. 

The responsibilities of this operations position include daily reception duties, conducting client intake calls, providing courteous and efficient service to both clients and staff for coordination of on-site meetings, comprehensive administrative support including document preparation, data entry, and supplies management, and assisting with monthly and annual event preparation.

Key Responsibilities: 

The position involves assisting the firm’s Operations team and the firm’s attorneys and paralegals with various operational and administrative tasks. Duties include maintaining and ordering office equipment and supplies; event organization; liaising with property management and maintaining office common areas, including onsite and offsite filing; reception and client engagement tasks; managing incoming and outgoing mail and packages; light IT support; document preparation; and data entry; all requiring a high level of professionalism and adaptability.

Responsibilities include but are not limited to:

  1. Operational Support
    1. Assisting with the development and implementation of operational processes and procedures;
    2. Supporting the operations team with various projects and tasks;
    3. Troubleshooting and resolving operational issues;
  2. General Support to Attorneys and Staff
    1. Assisting with scanning and other administrative duties;
    2. Performing light IT work and troubleshooting;
    3. Setting up videoconferences and in-person meetings;
    4. Demonstrating a helpful attitude through proactive offers of assistance;
  3. IT Support
    1. Assisting with day-to day IT maintenance and use (e.g. refilling paper and toner, updating software and equipment);
    2. Supporting our in-house and external technology and cybersecurity team;
    3. Troubleshooting IT issues;
  4. Administrative Projects, as directed
    1. Managing file room and warehouse inventory;
    2. Updating legal library books;
    3. Assist with tasks related to sponsorship and rankings;
  5. Front of office (reception desk, coffee bar, waiting area and closet)
    1. Sitting at reception desk;
    2. Maintaining the appearance of the common areas and conference rooms; 
    3. Keeping areas stocked with supplies/beverages/clean glasses and coffee mugs;
    4. Keep areas clean (before and after meetings);
    5. Keeping closet neat and keeping door closed;
    6. Watering flowers as instructed;
  6. Assisting with reception coverage
    1. While seated at reception, creating a welcoming, warm, and cheerful environment in the reception area that promotes the message that Kostelanetz is client service oriented;
    2. Greeting clients, visitors, and guests; determining the purpose of each person’s visit and directing or escorting the guest to the appropriate location;
    3. Answering, screening, and directing phone calls to staff, lawyers, and paralegals;
    4. Taking messages and scheduling appointments;
    5. Providing general support to visitors and callers by answering the main line phone, greeting visitors, and directing them to the appropriate staff member; 
    6. Tracking office attendance and occupancy;
    7. Receiving and distributing faxes (from Nextiva and Faxage) at least once an hour (during work hours);
  7. Managing incoming and outgoing mail and packages
    1. Sorting, distributing, and preparing materials for mailing;
    2. Ensuring that incoming mail is tracked, scanned, distributed and filed;
    3. Track and distribute packages to the correct recipients;   
  8. Visitor list
    1. Enter visitors in any security portal (e.g. “Cove” in NY);
  9. Pantry/Coffee bar
    1. Stocking and taking inventory of snacks, beverages and condiments and ordering as needed, ensuring that fruit and beverages on hand are fresh and not expired
      1. Snacks (e.g. Costco, Amazon);
      2. Fruit (e.g. Whole Foods);
      3. Milk (e.g. Whole Foods);
      4. Beverages (e.g. Weeks Lerman);
    2. Stocking glasses, pitchers, paper goods and utensils;
    3. Cleaning stains;
  10. Conference rooms
    1. Booking rooms/maintain schedule;
    2. Setting up in preparation for meetings (supplies, beverages, etc.);
    3. Assisting with equipment;
    4. Wiping down/cleaning up room, as needed;
  11. Copy room
    1. Inventory and order supplies as needed;
    2. Refill paper in printers;
  12. Organizing and hosting firm events
    1. Placing orders and set up conference rooms;
    2. Organizing firm cohesion lunches (various restaurants);
    3. Coordinating with vendors and staff members to plan and execute events such as dinners, happy hours, and in-office luncheons;
  13. Liaising with vendors
    1. Building;
    2. Technicians;
    3. Food deliveries;
    4. Supply deliveries, etc.; 
  14. Firm/amenity knowledge
    1. Keep daily attendance lists;
    2. Know local parking, restaurant and hotel options;
    3. Know routes to office by car and public transportation;
  15. Assisting with the arrival of new employees
    1. Setting up workspaces;
    2. Providing basic orientation to the office and procedures.

Regarding all of the above, the Director of Operations may reallocate tasks to ensure that reception is appropriately covered.

Salary and Benefits:

The starting salary for this position is $60,000 per year, based on a 40-hour workweek. Our staff are paid for overtime, i.e., work beyond 40 hours per week.  Overtime (i.e., work beyond 40 hours per week) is paid at the rate of 150% of the regular time rate. This position is also eligible for enrollment in our firm’s health insurance and commuter benefits programs.

The firm provides health, dental and vision insurance (UnitedHealthcare Oxford Freedom Exclusive Provider Organization Plan and UnitedHealthcare Dental Preferred Provider Organization Plan) at no cost to its employees.  Employees may add dependents on the firm’s plan if they so wish, but the cost of such dependent coverage is 100% for their own personal account.  The terms of the firm’s plan are such that coverage begins one full month after the month in which the new employee begins work.

Health insurance coverage: Insureds participating in the health plan are limited to in-network doctors only (which is what “exclusive provider organization” is meant to convey).  The current employee co-pay is $50 per visit to their in-network primary care physician and $100 per visit to in-network specialists. (Co-pays are subject to change annually effective April 1.)  Employees may opt for additional out-of-network coverage, but the cost of such additional coverage is 100% for the account of the employee.

Dental insurance coverage: Insureds participating in the dental plan have both in and out of network coverage. The plan includes dental and orthodontic coverage.  The current employee plan does not have any office co-pays. (Co-pays are subject to change annually effective April 1.)  The current plan covers 100% of the cost of preventive dental services, 80% of the cost of basic dental services and 50% of the cost of major dental services, up to a maximum annual benefit of $1,500 for dental services. The current plan covers 50% of the cost of orthodontic services, up to a maximum lifetime benefit of $1,000 for orthodontic services. Employees may opt for additional dental coverage, but the cost of such additional coverage is 100% for the account of the employee.

Vision insurance coverage: All employees and dependents enrolled in medical benefits are entitled to vision benefits. Insureds participating in the vision plan receive both in-network and out-of-network coverage. The plan includes coverage for eye exams, lenses/frames and contact lenses. The current employee in-network co-pays are $10 per eye exam, $25 for lenses (with a $130 allowance for frames) and an allowance of $125 for contact lenses. (Co-pays are subject to change annually effective April 1.)  For out-of-network services, the plan reimburses up to $40 for eye exams, between $40-80 for lenses (depending on the type of lens), and up to $45 for frames. The frequency of coverage is once per calendar year for exams, lenses, contact lenses and frames.

Requirements:

  • B.A./B.S.
  • Strong organizational and time management skills. 
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to work independently and as part of a team.
  • Problem-solving and analytical skills.
  • Attention to detail.
  • Customer service skills. 
  • Ability to handle multiple tasks and prioritize effectively.
  • Ability to remain in a stationary position 50% of the time.
  • Ability to frequently move boxes weighing up to 25 pounds.
  • Occasionally travel to our off-site document storage to deliver and retrieve files.

Application components (PDF only):

  1. Resume
  2. Transcript (unofficial transcripts obtained by the candidate from a college portal are acceptable.)
  3. Cover letter
  4. Writing Sample

Prior to application submission, candidates should thoroughly review their materials, paying special attention to typos, grammatical errors, and the like, as a failure to correct such errors may result in removal of the application from our application pool.

Hourly rate: $28.85, non-exempt.

Application Deadline: Monday, May 26 at 11:59 pm EST.  NOTE: As candidates’ applications are reviewed on a rolling basis and candidates are invited to interview on a rolling basis, we encourage applicants to apply early and not wait until the deadline.

Kostelanetz LLP is an equal opportunity employer. Kostelanetz LLP’s hiring practices are designed comply with, among other things, the New York City Human Rights Law, which, among other things, prohibits discrimination in employment on the basis of race, color, religion/creed, age, national origin, immigration or citizenship status, gender (including sexual harassment), gender identity, sexual orientation, disability, pregnancy, military service, marital status, partnership status, height, weight, unemployment status, arrest or conviction record, credit history, caregiver status, and status as a victim of domestic violence, stalking, and sex offenses.

We welcome applications from all qualified persons including, without limitation, women, people of color, LGBTQ+ people, persons with disabilities, people from low-income backgrounds, and veterans. Applications from people who are members of underrepresented and/or marginalized communities are highly encouraged.

Kostelanetz LLP does not sponsor H1-B or other visas for operations assistants or candidates. While there may be times when remote work is possible, at this time, we are seeking candidates who are willing to work, on-site at our office, as discussed above.

If you have questions about the position or difficulty completing the form, please e-mail recruiting@kostelanetz.com.