Office Coordinator

Overview

This non‑exempt position is responsible for the general administrative activities of the office and for providing legal administrative support to attorneys. The Office Coordinator works closely with the Associate Office Associate/Office Supervisor (OA/OS) and reports directly to them.

• Assist attorneys and professional staff with day‑to‑day operational needs.
• Process new client/matter requests, client bills, time reports and expense reports.
• Word‑process drafts, revisions and final documents for client‑related matters, including correspondence, memoranda, bills, timesheets and project work.
• Proofread and redline work for accuracy, copy, format and other quality checks.
• Copy, distribute, send (electronically or via mail, courier or express service), file and otherwise handle completed work.
• Maintain physical and electronic files and contacts.
• Coordinate meetings and appointments and properly receive clients/guests as requested.
• Maintain appointment calendar for attorneys.
• Transcribe and compose correspondence for client‑related matters.
• Prepare closing binders and manage mail (incoming and outgoing).
• Assist the OA/OS in submitting office‑related invoices through Chrome River.
• 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.
• Maintain office mailings, postage balance and order supplies as needed.
• Maintain and set‑up conference rooms and other equipment, including scheduling rooms, ordering food for meetings, ensuring video‑conferencing is ready and monitoring the daily conference‑room report.
• Maintain office extension list, office map and Office Administrative Manual.
• Forward building updates from building management to office personnel.
• Assist OA/OS in coordinating attorney integration efforts for the office.
• Assist with support for business‑development events, including after‑hours support when required.
• Coordinate facilities matters such as carpet cleaning, weekly plant care, furniture repairs, light‑bulb replacement, recycling program and other office maintenance with building management.
• Prepare offices and workstations for new hires and assist with inter‑office moves.
• Maintain ongoing relations with building management and coordinate on‑site fitness center memberships if applicable.
• Monitor parking contract per lease agreement and handle building and suite security issues.
• Assist with coordination of office space within the suite.
• Assist with gathering new‑hire paperwork, coordinating onboarding process, welcome events, monthly birthday celebrations, periodic workstation evaluations, annual flu shots and other health initiatives.
• Assistance with coordinating special events such as Staff Appreciation Day, Thanksgiving Lunch, Holiday Party and related gifts (get‑well, new baby, sympathy, etc.).
• Assist with coordinating information for the firm newsletter.
• Assist IT with office computer issues and maintain an inventory of laptop computers for conference‑center use and checkout.
• Coordinate events for various charities (United Way, March of Dimes, etc.).
• Coordinate annual emergency‑response training for employees as directed by the OA/OS.
• Perform other related duties as needed or assigned.

• Minimum of three years experience with administrative and legal support responsibilities at a law firm.
• Strong knowledge of legal and administrative tasks such as filing, correspondence, billing, and accounting with Chrome River.
• Excellent organizational, communication, listening and multi‑tasking skills.
• Flexibility, creativity, sensitivity to people’s needs, and a proactive attitude.
• Ability to handle competing deadlines in a fast‑paced environment.
• Model the firm’s culture and vision in all interactions.
• Must be able to move around the office up to 45% of the time; remain stationary at least 55% of the time.
• Occasionally required to move documents or files weighing up to 15 lbs and to inspect and observe information on a computer screen at least 50% of the time.
• Must operate computers and other office productivity machines (fax, copier, printer, etc.) on a regular basis.

The position requires constant communication and exchange of information with the firm attorneys, clients and staff.

Office environment; travel may be required.

$–$ (the final offer may vary based on experience and skillset of the selected candidate).