Operations Coordinator

About the Role

We are seeking a highly organized, proactive, and resourceful Operations Coordinator to join our growing civil litigation insurance defense firm. This role is ideal for someone with a few years of professional experience who is ready to take on greater responsibility and work closely with firm leadership.

You will provide direct support to the COO and play an important role in coordinating day-to-day operations, firm-wide projects, process improvements, and strategic initiatives across our national offices. This is a hands-on, problem-solving role where you will research, ask questions, identify needs, and work through challenges until you find answers or present clear options and recommendations.

You will manage multiple projects and priorities simultaneously, often at different levels of complexity. Success requires strong organization, sound judgment, follow-through, and the ability to provide clear, accurate, and timely updates.

If you enjoy solving problems, taking ownership, working with a variety of people, and having a direct impact on how an organization operates, this is an opportunity to build a long-term career in legal operations.

Responsibilities

• Provide direct support to the COO on operational, administrative, and strategic initiatives
• Serve as a primary point of contact for the Miami office and liaison to the firm's national offices
• Manage and coordinate multiple projects simultaneously, with varying levels of complexity, deadlines, and priorities
• Take ownership of assigned projects and see them through from initial research and planning to completion
• When a solution cannot immediately be identified, provide a clear summary of the issue along with a short list of viable options and a recommendation when appropriate
• Provide the COO with clear, accurate, and real-time updates on project status, issues, risks, and next steps
• Identify potential problems before they become larger operational issues and proactively address them
• Assist with firmwide projects, process improvements, system implementations, and operational initiatives
• Coordinate the rollout of new programs, systems, processes, and initiatives across multiple offices
• Work with internal teams and external vendors to gather information, resolve issues, and keep projects moving forward
• Follow up consistently on open items and ensure commitments and deadlines are met
• Prepare, maintain, and analyze operational reports and data using Microsoft Excel, including VLOOKUPs and other data-tracking functions
• Communicate effectively with employees at all levels, from administrative staff to firm leadership
• Handle sensitive and confidential information with professionalism, discretion, and sound judgment
• Maintain organized documentation, project tracking, and follow-up on key initiatives
• Assist with other operational priorities as needed

Requirements

• 2-5 years of professional experience in operations, project coordination, administration, business support, or a similar role
• Demonstrated experience managing multiple projects or initiatives simultaneously
• Experience working on projects with different levels of complexity and competing deadlines is required
• Proven ability to independently research and investigate issues to find answers and solutions
• Strong problem-solving skills and the ability to approach unfamiliar situations logically and resourcefully
• Ability to take an assignment from "I need to figure this out" to "Here is what I found, here are the options, and here is my recommendation."
• Strong project coordination and organizational skills, with excellent follow-through
• Strong proficiency in Microsoft Excel, including VLOOKUPs, data tracking, and reporting
• Excellent written and verbal communication skills
• Ability to work effectively with individuals at all levels of an organization
• Strong attention to detail and ability to maintain accuracy while managing a high volume of work
• Ability to prioritize and reprioritize work as business needs change
• High level of professionalism, discretion, accountability, and sound judgment
• Proactive mindset with a strong sense of ownership
• Comfortable working independently while knowing when to escalate an issue or ask for guidance
• Legal industry experience is a plus but is not required

You Will Be Successful in This Role If You...

• Maintain strong attention to detail while keeping the ability to maintain accuracy with a high volume of work
• Take ownership of problems and follow them through to resolution
• Know how to research, ask the right questions, and find answers
• Can manage several projects at once without losing track of details
• Communicate early when something is delayed, blocked, or at risk
• Can explain a problem clearly and present practical solutions
• Are comfortable working on both straightforward tasks and complex projects
• Follow up until an issue is resolved
• Can work independently while recognizing when leadership input is needed
• Understand that sometimes the answer is not immediately available and are willing to keep researching until it is found

Work Environment

• Full-time, in-office position in Brickell, Miami
• Monday-Friday, 8:00 a.m.-5:00 p.m.
• Fast-paced, collaborative environment
• Varied workload with multiple projects and priorities
• Direct interaction with firm leadership and employees across our national offices

Why Join Us?

• Work directly with the COO and gain meaningful exposure to firmwide operations and leadership decision-making
• Take ownership of projects that have a measurable impact on the organization
• Gain experience across operations, technology, process improvement, project management, and business strategy
• Work on a wide variety of projects rather than performing the same tasks every day
• Opportunity to grow into a larger role within legal operations

Benefits

• Medical Insurance - Currently provided by Cigna Healthcare with multiple insurance plans to choose from based on your needs; partially paid for by the Firm for the employee. All outpatient mental health services are free of charge with no copays
• Optional Dental & Vision Insurance
• Optional Voluntary Life and Disability Insurance
• Optional Voluntary Accident Insurance
• Optional Critical Illness Insurance
• Optional Cancer Insurance
• Optional Hospitalization Insurance
• Optional Health Savings Account
• Optional Flexible Spending Account
• 401(k) after one calendar year of employment
• Paid time off (PTO) to support your overall well-being
• Collegial and collaborative work environment

Schedule

In-Office, Monday-Friday, 8:00 a.m.-5:00 p.m.