Operations Specialist na Saxton & Stump

Description

*The preferred location is Pittsburgh, PA. We will consider other offices such as Malvern, Harrisburg or York, PA.

Position Overview

Join one of the most innovative, forward-thinking law firms in the country. As an Operations Specialist at Saxton & Stump team, you’ll be joining a culture of excellence and teamwork, mixed with a strong focus on investing in our team and the community. We understand that the new legal environment requires a different type of approach to all aspects of the business, and we’ve built that into the way we recruit, the way we structure our team, and the way we value customer service.

The Operations Specialist supports the day-to-day operational and administrative functions of the firm, ensuring that business processes run efficiently and align with the firm’s overall strategic goals. Reporting directly to the Operations Manager, this role provides cross-departmental support helping to improve systems, enhance communication, and drive firmwide consistency.

The ideal candidate is proactive, detail-oriented, and highly organized, with strong communication skills and the ability to coordinate multiple priorities across a professional services environment.

Key Responsibilities

Operational Support & Coordination

· Assist the Operations Manager in implementing and monitoring firmwide operational initiatives, policies, and procedures.

· Coordinate workflow among administrative teams to ensure projects are completed accurately and on time.

· Track departmental metrics, performance indicators, and resource utilization for reporting to the Vice President of Operations and Operations Manager.

· Support process improvements, technology implementations, and policy rollouts.

· Act as a liaison between administrative departments to improve communication and alignment.

Project Management

· Support cross-functional projects such as office expansions, technology upgrades, and process automation initiatives.

· Maintain project timelines, deliverables, and documentation in collaboration with team leads.

· Identify opportunities to streamline workflows and improve efficiency.

Financial & Vendor Support

· Assist with budgeting, expense tracking, and invoice processing for the Operations department.

· Coordinate with vendors, contractors, and service providers to ensure timely delivery and performance.

· Support RFP and vendor evaluation processes.

Vendor & Contract Management

· Help maintain a centralized vendor inventory, including contract terms, renewal deadlines, and service-level expectations.

· Serve as a liaison between end-users and vendors for software or service-related issues, coordinating troubleshooting, login support, account updates, and ensuring timely resolution of user concerns.

· Monitor vendor performance, escalating issues and recommending alternatives when needed.

· Support negotiation preparation by gathering comparative quotes, usage trends, and cost analysis for leadership.

Data & Systems Management

· Maintain shared operations databases, checklists, and dashboards.

· Support firmwide systems such as facilities management, workflow tracking, and internal communication platforms (e.g., SharePoint, Teams, or Monday.com).

· Help ensure compliance with firm policies, cybersecurity standards, and confidentiality guidelines.

Administrative Excellence

· Prepare meeting agendas, operational summaries, and periodic performance reports for the Operations Manager and senior leadership.

· Assist with onboarding logistics for new hires from an operational perspective (e.g., equipment setup, workspace readiness, system access).

· Support firm events, internal communications, and other special initiatives as assigned.

Requirements

Qualifications

· Bachelor’s degree in Business Administration, Operations, Management, or a related field (or equivalent experience).

· 2–5 years of experience in operations, project coordination, or administration—preferably within a law firm or professional services environment preferred. 

· Strong organizational and project management skills with attention to detail.

· Excellent written and verbal communication abilities.

· Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (Teams, SharePoint, Smartsheet, or similar).

· Ability to handle confidential information with discretion and professionalism.

· Demonstrated initiative, problem-solving ability, and a commitment to process improvement.

Key Competencies

· Collaboration: Works effectively across departments and with leadership to support firm objectives.

· Adaptability: Thrives in a fast-paced, dynamic environment with shifting priorities.

· Efficiency: Finds practical, data-driven solutions to improve workflow and reduce redundancy.

· Professionalism: Maintains poise, confidentiality, and client service standards at all times.

· Accountability: Takes ownership of projects and outcomes.

Compensation and Benefits

· Competitive salary commensurate with experience.

· Comprehensive benefits package including health, dental, vision, and retirement plan.

· Paid time off, firm holidays, and professional development opportunities.