Office Administrative Coordinator

Description

• Act as central communication and information hub and representative of the Office Administrator
• Attend various office administrative meetings and record notes/minutes/reminders, circulate and maintain notes/minutes/reminders as needed
• Maintain the office calendar and the Office Administrator’s calendar.
• Creating onboarding meeting schedules of new attorneys and staff and assisting with attorney and staff departure matters
• Maintain and track office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports
• Process office invoices (code invoices with GL or appropriate client matter number); follow up with vendors on billing errors; submit to Office Administrator as appropriate for approval
• Maintain contact and records with office vendors (conduct cost comparisons as appropriate).
• Follow up on outstanding checks in coordination with monthly reconciliation
• Assist with expense report review and approval in the absence of the Office Administrator
• Monitor, maintain records and notify attorneys and staff of personal charges (Fed Ex, postage, etc.); track requests for payment and send payment to accounting for processing

• Maintain and update internal directories, floor plans and contact lists as needed

• Assist with planning and execution of office projects and programs, including IT rollouts, client and community service events, office special events, client meetings and professional development initiatives
• Engage with team members to review operational procedures, ensuring appropriate measures  are taken to effectively service clients, events and meetings.
• Oversee the intranet calendar for multiple conference rooms and guide team members on exercising discretion when booking/coordinating room changes.
• Arrange building access for guests/vendors, coordinate/confirm information technology (IT) requests, serve as advisor to event hosts on special procedures or restrictions with respect to use of conference space, etc.
• Prioritize and manage requests from attorneys, staff, and clients to address immediate needs, including coordinating support for tasks such as copying, faxing, scanning, transportation, and reservations.
• Provide additional assistance to the Office Administrator as directed.
• Provide backup and overflow support to the office services staff as needed
• Provide backup support, as needed, to the Reception desk
• Assist in other matters and responsibilities as assigned

Join us if you have:

• 3+ years’ experience as a Secretary or other Administrative staff member in a law firm or professional services organization required
• A high school diploma or GED certification; Associate or Bachelor’s degree preferred
• Accounts Payable/Bookkeeping experience a plus
• Demonstrated strong word processing and computer skills with a high degree of accuracy required
• Proficient in using computer and standard office applications; such as, fax machines, copiers, scanners and phones, required
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred
• Willingness to adapt to and learn new technology, software programs, and upgrades
• Excellent grammar, proofreading and organizational skills required
• Willingness to work in a team-oriented environment
• Ability to proficiently speak, read and write English is required
• Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format, required
• High degree of attention to detail and confidentiality
• Ability to understand and follow work instructions with minimal supervision
• Ability to provide status reports on assigned projects independently
• Maintain excellent attendance and timely arrival
• Demonstrate flexibility and availability for overtime when require

• Demonstrated excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must have good judgment and decision making skills, required
• Able to learn and manage multiple projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs, required
• Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate, required
• Dress appropriately for client and attorney facing support, while maintaining a professional demeanor and neat appearance is required
• Able to work extended hours or periodically change hours if needed, required
• May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed

Who We Are

What’s in it For You?

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution