This non-exempt position is responsible for the general administrative activities of the office as well as providing legal administrative support to attorneys.

Essential Duties

Assist attorneys and professional staff with day-to-day operational needs.

Legal Administrative Support:

• Processing new client/matter requests, client bills, time reports and expense reports.
• Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
• Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
• Maintains physical and electronic files, and contacts.
• Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders, as needed.
• Handles incoming and outgoing mail.

Accounting:

• Assist the OA/OS in submitting office-related invoices through Chrome River.

Administrative Services:

• Assist with managing the receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations.
• Coordinate arrangements for office functions and client and firm-related meetings.
• Manage office mailings and postage balance and order supplies as needed.
• Maintain and set-up conference rooms and other equipment, (scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately.
• Maintain office extension list, office map and Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.

Attorney Recruiting:

• Assist OA/OS in coordinating Attorney Integration efforts for the office.

Business Development:

• Assist with providing support, sometimes after-hours, for BD events.

Facilities:

• Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, etc.
• Prepare offices and workstations for new hires and assist with inter-office moves.
• Work with the OA/OS to maintain ongoing relations with building management.
• Coordinate light bulb replacement and other office maintenance with building management.
• Maintain and assign security access/parking cards.
• Coordinate recycling program with building management.
• Oversee on-site fitness center memberships, if applicable.
• Monitor parking contract per lease agreement.
• Handle building and suite security issues.
• Assist with coordination of office space within our suite.

Human Resources/Benefits:

• Assist with gathering of new hire paperwork process and coordinate on boarding process under the direction of the OA/OS.
• Coordinate welcome events for new employees under the direction of the OA/OS.
• Coordinate monthly birthday celebrations under the direction of the OA/OS.
• Coordinate periodic workstation evaluations under the direction of the OA/OS.
• Assist with coordinating annual flu shots and other initiatives under the direction of the OA/OS.
• Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.).
• Assist with coordinating information for the Firm newsletter.

Information Systems and Training:

• Assist IT with office computer issues.
• Assist with maintaining an inventory of laptop computers for conference center use and checkout.

Other Duties

• Coordinate events for various charities (i.e. United Way, March of Dimes etc.).
• Coordinate annual emergency response training for employees under the direction of the OA/OS.
• Perform other related duties as needed or assigned.

Reporting Relationship

The Office Coordinator reports directly to the assigned OA/OS.

Qualifications

Knowledge/Experience

The Office Coordinator should have a minimum of three years experience with administrative and legal support responsibilities at a law firm.

Skills

Position requires flexibility, creativity, organizational ability, sensitivity to peoples' needs, and excellent listening skills. Ability to communicate appropriately (verbal and written). Must model the Firm's culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.

Education

Bachelor's degree, or equivalent work experience.

Physical Demands

Must be able to move around the office up to 45% of the time to make copies, fax, file, etc. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office Environment. Travel may be required.

Salary Range:
The expected salary range for this position is $125,000.00-$135,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.