Operations Specialist

About the Operations Specialist Role The VFL Operations Specialist plays a critical role in supporting the day-to-day operations of the VFL Team, enabling the BST VFL Team to maximize production and deliver an exceptional client experience. This role requires a highly organized, detail-oriented individual with excellent communication skills to collaborate with internal teams and external clients to streamline processes, improve service delivery, and drive overall line‑of‑business performance. Job Type: Part-time, on-site position requiring 25 hours per week over five days at the BST office. Essential Functions Develop close relationships with the VFL team to maintain a clear understanding of success metrics. Take ownership and anticipate the day-to-day needs of the team to ensure a productive and successful environment. Proactively resolve time‑sensitive issues, demonstrating excellent judgment and problem‑solving skills. In This Role, You Will: Work collaboratively with the VFL Operations Assistant and cross‑functional operations team. Manage day‑to‑day operations of the line of business focusing on team and firm goals. Participate in line‑of‑business meetings and complete meeting minutes. Manage, create, schedule and execute new employee onboarding training in collaboration with Talent & Culture. Oversee and execute learning and development processes for the line of business. Monitor time entry and tri‑annual check‑in process for VFL team members. Oversee department billing and accounts receivable collections, including issuance of monthly statements and correspondence. Collaborate with Marketing to update and maintain client contact databases, coordinate regular campaigns and strategies and ensure the team is prepared for various events. Work with Marketing to deliver annual holiday cards, holiday gifts and additional communications to referral sources. Collaborate with the Business Office to update line‑of‑business rate charts. Create and manage the line‑of‑business annual calendar; schedule meetings and manage logistics. Provide management and oversight of administrative tasks including new client onboarding, data entry, follow‑up and issue resolution. Ensure integrity and accuracy of client data within the firm’s database. Prepare and distribute progress reports and manage billing information. Draft client correspondence, contracts, memos and spreadsheets. Actively communicate and track the status of cases. Oversee and manage VFL’s workflow to ensure on‑time client deliverables. Manage dashboards to monitor and enhance client experience. Assign staff to engagements with assistance from Engagement Partner as needed. Leverage team members to gather information, generate requests, research and issue resolution. Prepare documents including reports, presentations, correspondence, meeting agendas and notes. Manage the flow of electronic information to assigned team members. Develop, analyze and implement process improvements to streamline activities, support client acquisition and drive operational efficiency. Identify issues (including systemic ones), provide solutions and, if appropriate, elevate them for resolution. Work with leadership team to implement line‑of‑business initiatives and manage or implement projects. Assist in the planning and execution of operational projects, ensuring timely completion within budget. Build and maintain effective working relationships with clients, attorneys, team members and other stakeholders. Serve as a point of contact for clients regarding operational inquiries and support. Provide occasional backup support for Operations Assistant responsibilities during absences. To be Successful in this Role, You Will Bring With You: Associates/Bachelor’s degree or equivalent practical experience. A minimum of 5 years of operational/administrative support or related role. Experience in the professional services industry preferred. Proficiency in project management tools and software preferred. Proven track record of improving processes and enhancing operational efficiency. Exceptional verbal and written communication skills for effective collaboration across teams and with stakeholders. Ability to present information clearly and concisely to diverse audiences. High level of accuracy and attention to detail in all aspects of work. Excellent organizational skills with the ability to manage multiple tasks and projects simultaneously. Strong team player who can work independently and take initiative. Excellent customer service orientation with a focus on building positive relationships. Ability to thrive in a fast‑paced environment and adapt to changing priorities. Willingness to learn and grow within the role and contribute to BST’s success. Strong project management skills required. Ability to handle confidential information with utmost discretion and confidentiality. Self‑starting, critical problem‑solver who can switch priorities at a moment’s notice with minimal direction. Advanced proficiency in Microsoft Office suite; Outlook, Word, Excel, Teams and PowerPoint. Benefits BST offers a robust benefits package, including medical, dental, vision, paid time off, a 401(k) plan with employee and company contribution opportunities, life and disability insurance, flexible work, development and tuition reimbursement. Salary $37,505 - $56,250 annually. #J-18808-Ljbffr