Stoel Rives LLP has an immediate opening for an Office Coordinator/Receptionist in our Anchorage office. 

This role is responsible for all receptionist duties and works directly with the Office Managing Partner to ensure smooth functioning of daily operations. This includes facility maintenance and office services operations, event and function planning, and works with the Senior Facilities Manager on property management and vendor relationships.This also includes coordinating or delegating with the firm’s centralized functions, including: Administrative Support, Practice Support, IT, Accounting/Billing & Finance, Business Development, Records, and Conflicts and Information Security to ensure local needs are being met.

The Office Coordinator/Receptionist has multiple responsibilities normally segregated in a larger office such as monitoring of staff, maintaining office equipment and supplies, facilities, training, supervisory responsibilities, reception/client services and other functions. This position reports to the Office Administrator.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1.Reception

Answer incoming calls and transfer as needed; greet visitors; direct clients to the appropriate conference rooms; ensure client needs are address promptly; stock and set up conference rooms; coordinate conference room reservations; and coordinate catering for meetings and events.

Photocopy, scan, fax, print and organize documents; maintain electronic and physical files; and create and assemble hard copy notebooks as needed.

2.Office Coordination

Assist Office Administrator and Office Managing Partner with local office functions, including operations, event planning, maintaining vendor relationships, community sponsorships, and facilities management.

Coordinate and/or perform the functions of office services - directly or through outside vendors - which includes mail room, copy/print, reception, catering and conference room services to ensure that service levels are being met consistently.

Prepare and be accountable for annual budgets for the office, including monthly tracking of expenditures and preparation of a monthly variance analysis.

Maintain office directory; coordinate receipt and sending of all incoming and outgoing mail and deliveries; order supplies; enter and process data including attorney timesheets, approval forms, expenses, vendor invoices, firmwide contact database and distribution lists; and coordinate attorney travel arrangements as needed.

Maintain practice assistant attendance calendar, coordinate backup coverage and update the attendance roster.

Time off request and timesheet approval for staff in Anchorage office.

Provide training to new staff hires.

Work collaboratively with the firm’s practice assistant management team.

Participate in candidate interviews and provide input for recruitment.

Prepare and submit personnel change notifications.

Facilitate process for becoming a notary and maintain office notary records.

Work with Office Managing Partner to manage office assignments and furnishings.

Work with IT to handle local requests for video conferences, server room maintenance, first point of contact for troubleshooting problems with documents and software, computer set-ups, etc.

Oversee local facilities to ensure the office is maintained in good repair and appearance to provide a favorable impression to both visitors and firm personnel.

Coordinate with building management regarding housekeeping and building maintenance needs.

Ensure local access to the building and office spaces are appropriately secured.

Provide local primary disaster response and recovery leadership in the event of any disaster impacting the office or office personnel, prepare and update the local office’s disaster response plan, and facilitate regular drills and exercises.

Other duties and tasks may be assigned.

ESSENTIAL SKILLS & CAPABILITIES

Proven ability to provide direction to firm personnel, outside contractors and vendors. Includes ability to prioritize goals, projects and tasks and delegate effectively and monitor / control outcomes.

Excellent interpersonal and communication skills, with a demonstrated ability to maintain effective relationships with all levels of firm personnel in a team-based environment.

Capable of handling confidential matters with sensitivity and discretion, sometimes dealing with difficult situations.

Ability to handle multiple priorities, rapidly analyze issues, anticipate consequences, while exercising sound judgment and decision making.

Must be proficient with computers and relevant software. Must be able to operate telephone, photocopy and dictation equipment. Must have the ability to learn new or updated versions of word processing and document management software.

EDUCATION & EXPERIENCE

High school diploma or equivalent required; college degree preferred. Minimum 3 years of experience in an administrative support role.

NORMAL WORK HOURS

This position is non-exempt with a standard work schedule of 37.5 hours per week. Regular office hours for this position are 8:00 a.m. to 4:30 p.m., Monday through Friday. Overtime may be required on occasion and this position is eligible for overtime compensation.

How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!

The pay range for this position is $66,000 - $110,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.

In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3 days/week in the office, and an annual contribution into the employee’s retirement plan.

About Stoel Rives LLP: Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law. For more information, follow us @stoelrives.

Stoel Rives is an Equal Opportunity Employer

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