Operations Specialist

Operations Specialist

The VFL Operations Specialist plays a critical role in supporting the day-to-day operations of the VFL Team. This essential role provides operational support which enables the BST VFL Team to maximize production and deliver exceptional client experience. The Operations Specialist requires a highly organized, detail-oriented individual with excellent communication skills to collaborate with both internal teams and with external clients to streamline processes, improve service delivery, and drive overall line of business performance.

This is a part-time, on-site position requiring 25 hours over four-five days per week at the BST office.

Essential Functions:

• Develop close relationships with the VFL team to consistently maintain a clear understanding of what success looks like.
• Take ownership and anticipate the day-to-day needs of the team, ensure a productive and successful team environment.
• Proactively resolve time-sensitive issues, demonstrating excellent judgment and problem-solving skills.

In this role, you will:

• Work collaboratively with 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 process for the line of business
• Monitor time entry for department
• Monitor tri-annual check-in process for VFL team members
• Oversee department billing and A/R 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 processes, data entry, follow-up, and issue resolution
• Ensuring the integrity and accuracy of client data within the firm's database
• Preparing and distributing progress reports and management of billing information
• Drafting 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, supporting documents, meeting notes, etc.
• 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 (determine if systemic), provide solutions, and escalate if appropriate
• 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' 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 with the ability to 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 skills

About BST

BST & Co. CPAs, LLP is a multi-disciplinary accounting and business advisory firm headquartered in Latham, serving the needs of closely held companies, family-owned businesses, not-for-profit and governmental entities, and high-net worth individuals. BST offers a broad portfolio of accounting and auditing, tax, consulting, outsourced accounting, talent strategy and marketing services, as well as valuations, forensic accounting, and litigation support. The firm is recognized as one of the Top 300 Accounting Firms in the U.S.

Why choose BST:

• Diversity of our Expertise
• Communication is Open and Objective
• Professional Environment and Attitude is Fostered
• Advancement is Encouraged
• Ideas are Welcome
• Community Impact and Employee Engagement
• Named one of Albany's Best Places to Work for 7 consecutive years
• Hybrid and Flexible Work Model

BST offers a competitive benefits package, base compensation, and an employee bonus program for eligible roles based on individual and firm performance per program guidelines. The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience; prior relevant experience, skill sets, training; licensure and certifications; market data and other business and organizational needs. A reasonable estimate of the current salary range for this role can be found in the posting, and an actual offer can vary based upon the role, hiring location, and qualifications. At BST, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each individual case. BST offers a robust benefits package, including not but limited to 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.

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