Office Coordinator

Office Coordinator

Stouffer Legal is an estate planning and elder law firm committed to helping families protect what matters most. Our team provides a professional, compassionate, and organized experience for clients navigating important legal decisions. We are seeking a reliable, mature, and service-minded professional for our Naples, FL office who can help keep the office running smoothly while supporting clients, attorneys, and team members each day.

The Office Coordinator serves as the operational anchor of the Naples office. This role combines front office hospitality, office administration, attorney support, facilities and vendor coordination, meeting preparation, and scheduling support. The ideal candidate is polished, proactive, highly organized, and comfortable taking ownership of the day-to-day office experience in a professional law firm environment.

This position is a strong fit for someone with experience in office administration, professional services, hospitality, legal or medical office support, executive assistance, or client-facing administrative coordination. The person in this role should enjoy being the dependable point person who notices what needs to be done, follows through, and helps create a calm, prepared, and welcoming office environment.

• Office Administration and Operations
  • Open and close the office each day according to established procedures.
  • Maintain a clean, organized, stocked, and client-ready office environment throughout the day.
  • Order, track, and manage office supplies, kitchen supplies, hospitality items, printed materials, and other office resources.
  • Monitor inventory levels and anticipate office needs before they become urgent.
  • Support routine mail, scanning, printing, filing, shipping, and document-handling needs.
  • Help maintain checklists, office standards, and administrative procedures.
• Facilities, Vendors, and Office Standards
  • Serve as a local point of contact for routine facilities, maintenance, office supply, and vendor issues.
  • Communicate professionally with property management, cleaning vendors, copier/printer vendors, IT support, and other service providers as needed.
  • Submit, track, and follow up on office maintenance or facilities requests through completion.
  • Identify recurring office issues and communicate recommendations for improvement.
  • Ensure reception, conference rooms, restrooms, kitchen, supply areas, and shared spaces meet professional office standards.
• Client Experience and Front Office Support
  • Greet clients and visitors warmly and professionally; offer coffee, tea, or water as appropriate.
  • Notify attorneys and team members of client arrivals and help ensure meetings begin smoothly.
  • Answer, transfer, and place calls professionally using firm phone systems.
  • Assist with scheduling, appointment confirmations, client wrap-up, and payment processing.
  • Create and manage follow-up tickets when needed and escalate client concerns appropriately.
  • Reset conference rooms promptly between meetings and ensure the space is ready for the next client.
• Attorney and Team Administrative Support
  • Prepare materials for attorney meetings, including packets, folders, binders, invoices, and other meeting materials.
  • Assist attorneys with administrative needs before, during, and after client appointments.
  • Support attorney calendars by helping confirm meetings, identify scheduling conflicts, and ensure rooms and materials are ready.
  • Coordinate printing, bulk printing, document assembly, and meeting room readiness.
  • Serve as a reliable local support resource for attorneys and remote team members who need Naples office assistance.
  • Assist with special projects, data cleanup, office initiatives, or other administrative tasks as assigned.
• Workshop and Event Support as Needed
  • Fill in for weekly workshops when the workshop coordinator is unavailable or needs additional assistance.
  • Prepare the workshop space, refreshments, materials, signage, seating, and technology needs.
  • Welcome attendees and support check-in and hospitality.
  • Assist the presenting attorney with logistics and help ensure the workshop runs smoothly and on time.
  • Reset the space after the workshop and communicate any follow-up needs.

• Clients are welcomed warmly and experience a professional, organized, and calm office environment.
• Attorneys have the rooms, materials, documents, and administrative support they need before client meetings begin.
• The Naples office is consistently clean, stocked, organized, and client-ready throughout the day.
• Supplies, vendor needs, facilities issues, and maintenance requests are handled proactively and followed through to completion.
• Meetings, payments, scheduling, client wrap-up, and internal communication are completed accurately and on time.
• Weekly workshops are prepared, professional, and well-supported.
• Issues are escalated appropriately with clear communication, good judgment, and ownership.

• Two or more years of experience in office administration, office…