Lead Operations Coordinator - Washington, DC
Van Ness Feldman is seeking a Lead Operations Coordinator for our Washington, DC office. The Lead Operations Coordinator will work with the Operations Manager in ensuring the overall maintenance and general upkeep of all Firm office spaces in the Washington, DC office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Along with the Operations Manager, this person will be a go-to resource for all questions and issues relating to office operations and physical records management and will be responsible for the following tasks:
- Handle maintenance, custodial, security, furnishings, related purchasing, and facility work as needed and proactively (preventative).
- Handle office repair and maintenance requests.
- Process work orders, RFPs for specific work, and assist with contracts as necessary under the guidance of the Operations Manager.
- Serve as a point of contact for all facilities related work, contractors, security, maintenance, testing, inspections and building administration.
- Coordinate the key/fob/security card programs and serve as the point of contact for security concerns.
- Proactively identify and assist in resolving safety hazards.
- Assist with the coordination of renovations, refurbishments, and construction/building projects.
- Assist in drafting policies and procedures related to the management of the Firm’s facilities.
- Assist with purchasing and ordering of supplies, break room food, furnishings, and other general office needs. Seek out ways to make the process more efficient and cost effective.
- Assist with office moves, assigning and maintaining guest offices and assigning visitor offices.
- Examine office operations and activities with respect to best practices and make recommendations to enhance efficiencies and promote continuous improvement.
- Assist in planning/coordinating office events.
- Ensure the office is regularly cleaned and maintained.
- Assist in submitting work orders/handle facilities maintenance, which includes establishing and maintaining relationships with building management.
- Provide back-up reception coverage; greet guests as needed.
- Assist in updating office floor plan, phone list.
- Serve as an additional office point of contact for DC Office Operations.
- Assist with monitoring/ordering supplies and ensuring service areas, Café and conference rooms are appropriately stocked.
- Assist with handling conference room scheduling, ordering catering for meetings and events, handling conference room set up, and ensuring conference rooms are cleared/cleaned before and after meetings.
- Provide notary services as needed.
- Assist in the operation and maintenance of office facilities including safety programs, security systems, specialized equipment, supply inventory, and other building-related activities.
- Assist in developing and maintaining safety plans and procedures, ensuring that plans are clearly and regularly communicated and updated as needed due to changing conditions.
- Provide mailing services support.
- Assist with managing physical records and off-site storage vendor.
- Perform other duties/projects as assigned.
DESIRED QUALIFICATIONS AND SKILLS
- At least 5 years progressive general office facilities, property management, or building maintenance experience.
- Prior law firm experience a plus.
- Must have excellent communication skills, organizational skills, and general knowledge of office equipment and tools.
- Proficient in Microsoft Office (Word, Excel, Outlook).
Van Ness Feldman enthusiastically extends an equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military status, physical disability, or any similarly protected status. The firm has a policy of positive action to ensure the fulfillment of our commitment to a diverse and equitable workplace.
Benefits include health, dental, 401(k), and profit-sharing plan.
Click here to apply.
Public Policy Executive Assistant - Washington, DC
Van Ness Feldman is seeking a Public Policy Executive Assistant in our Washington, DC office. The Public Policy Executive Assistant performs various administrative functions for VNF professionals, clients, and affiliate organizations. Requires high-level clerical, grammar/spelling skills, proficient software skills, ability to interact with clients, policy professionals and other members of the firm, and ability to preserve confidentiality of client and firm matters. Participates actively as a team member among administrative personnel and all other firm employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides administrative support to policy professionals, clients, trade associations and other individuals associated with the firm; must be able to work cooperatively and as a team player in an environment with limited supervision. Requires the ability to organize and prioritize numerous tasks, appropriately balance workload, manage competing deadlines, and resolve project conflicts. Understands individual responsibility to meet deadlines, including filing deadlines.
- Handles client inquiries on behalf of public policy professionals, schedules meetings, arranges conference calls/video conferences, makes travel arrangements, follows up on behalf of professionals and takes charge of administrative details without seeking unnecessary direction.
- Requires the ability to read and write at least at a college level and a familiarity with some policy terminology pertinent to the area of assignment in order to proofread and perform minor editing (e.g., punctuation, grammar, spelling) of routine correspondence and/or documents. With large, complex documents, proofreading in a team may be required.
- Prepares documents, correspondence, memoranda, and charts/tables as needed. Must be proficient in firm software applications to produce error-free documents and correspondence with minimum supervision and revisions. Must be able to exercise appropriate judgment with respect to balancing work assignments and meeting deadlines.
- Proofreads all work to ensure accuracy. Requires the ability to read and write proficiently. Must be familiar with legal terminology necessary to proofread and edit documents/correspondence.
- Observes all procedures for maintaining client confidences.
- Maintains files, as necessary. Conducts periodic review of files to determine purging based on firm’s Records Retention policy.
- Makes travel arrangements, reserves accommodations for out-of-town travel, and maintains supervisors’ calendar and travel itineraries as required by supervisors. Reconciles travel expenses per firm policy.
- Enters and proofs time entries as necessary; ensures appropriate client and matter numbers are assigned to each time entry.
- Prepares expense reports/firm credit card reconciliation ensuring client and matter numbers are included, as necessary. Maintains record of expenditures as required.
- Shows interest in mastery of skills, seeks new skills and continuous improvement.
- Photocopies information and/or documents and disseminates as needed/requested. Reviews all material for accuracy in duplication process before distribution.
- Coordinates arrangements for meetings and conferences as needed by supervisors. May include scheduling in-house conference rooms and/or off-site locations, arranging for food and/or equipment delivery and set-up, and preparing materials for meetings.
- Responsibilities include interfacing with clients to greet, coordinate and attend to clients directly. This includes working with Facilities to ensure meeting spaces are adequately set-up before and cleaned after meetings.
- Communicates effectively in person/via phone with a diverse group of clients, attorneys, public policy professionals, and other firm employees and to provide information courteously and professionally maintaining the firm’s high professional standards; must be able to perform duties that require good judgment and initiative with limited supervision. Must also be able to complete tasks under pressure.
- Provides assistance to professionals by researching, analyzing and synthesizing a variety of topics under the guidance of supervisor.
- Completes special projects: compiles, collates and organizes information, as requested, to complete projects which may be assigned.
- Handles mail (internal/external and hand deliveries): opens, reads, and routes mail as appropriate.
- Proficiently operates all office equipment relevant to meeting job expectations.
DESIRED QUALIFICATIONS AND SKILLS
- Completion of bachelor’s degree or equivalency and at least one year of office/administrative experience.
Van Ness Feldman enthusiastically extends an equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military status, physical disability, or any similarly protected status. The firm has a policy of positive action to ensure the fulfillment of our commitment to a diverse and equitable workplace.
Benefits include health, dental, 401(k), and profit-sharing plan.
Click here to apply.
Billing Specialist (Bay Area, CA)
Our Lafayette, California office is seeking a Billing Specialist. The Billing Specialist is a liaison between assigned attorneys and the Billing Department by completing billing, accounts receivables, and collections. This position requires exceptional communication skills, interpersonal skills, ability to multi-task, strong organizational skills, and an eye for detail.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Collaborate with attorneys/Director of Billing to ensure complex billing arrangements, including multi-payer and delayed split billing, volume discounts, and alternative fee arrangements are followed prior to finalizing invoices.
- Facilitate the preparation and submission of budgets for specified matters and provide variance analysis to attorneys as requested.
- Coordinate and prepare the monthly distribution of pre-bills to attorneys for review and revisions.
- Monitor the completion of suggested revisions and finalization of invoices.
- Analyze invoices to ensure compliance with firm policies and client guidelines.
- Generate Work in Progress (WIP), Accounts Receivable (AR), and On-Account reports. Also, track assigned attorneys’ inventories.
- Complete ad hoc billing requests as requested by attorneys.
- Research aging WIP and AR balances and provide attorneys with thoughtful analysis regarding best course of action for balances.
- Review accounts receivables for collections and unallocated cash.
- Handle client refund requests, as required.
- Make corrections to time entries in WIP, as needed.
- Identify any issues/problems with billing assignments.
- Review client guidelines and work closely with the Billing Specialists and the attorney team to ensure compliance with billing guidelines and proper set up of matters; ensuring matters, rates, timekeepers and budgets are in place for e-billing prior to invoice submission.
- Submit invoices through various e-billing vendors and monitor e-bill client accounts to ensure the client invoices are accurate and successfully submitted in a timely manner.
- Update annual billing rates and apply to requested client matters as requested.
- Work closely with the Accounting Department to communicate special circumstances and reapplication of payments.
- Work closely with attorneys and staff to resolve issues with rejected invoices.
- Complete monthly filing of billing information in iManage, as necessary.
- Provide monthly estimates/accruals for client billing, upon request.
- Complete audit appeals for fee recovery.
- Satisfactorily perform all other duties as assigned.
DESIRED QUALIFICATIONS AND SKILLS
- High school diploma, at a minimum.
- 1 to 3 years of law firm billing experience.
- Proficiency with Microsoft Word and Microsoft Excel.
- Aderant experience preferred.
Van Ness Feldman enthusiastically extends an equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military status, physical disability, or any similarly protected status. The firm has a policy of positive action to ensure the fulfillment of our commitment to a diverse and equitable workplace.
Benefits include health, dental, 401(k), and profit-sharing plan.
Please apply by clicking here.
California salary range: $58,000 to $65,000
*Salary ranges may vary based on skills and overall experience.