Office Coordinator

About the Company

Our mid-size general practice law firm is seeking an experienced and proactive Office Coordinator to lead local administrative, client engagement, payment processing, and operational functions. The firm handles a diverse range of practice areas, including litigation, transactional, family, and estate planning law.

About the Role

The Office Coordinator will play a vital role in maintaining efficient operations, serve as a key liaison between local staff and regional and firm-wide leadership, and ensure efficient administrative and client-service processes at the office level.

Responsibilities

• Serve as Front Desk/Receptionist to meet with clients as they arrive and coordinate access to attorneys and production staff.
• Maintain office cleanliness and organization, especially in client-facing locations such as the reception area and conference rooms.
• Oversee day-to-day office operations, workflow, and administrative processes across all practice groups.
• Support management in the supervision and development of administrative staff (legal assistants, and administrative personnel).
• Coordinate with firm operations departments including IT, Marketing, HR, and Legal Operations, as well as external vendors to maintain systems, databases, facilities, and practice management software.
• Collaborate with Local or Regional Manager to ensure enforcement of firm policies and procedures.
• Report creation and delivery at regular intervals determined by Regional Manager including production, financials, etc.
• Work closely with partners on strategic planning, staffing, and long-range operations management.
• Oversee onboarding and training for administrative staff at the local and state level.
• Manage facilities, office supplies, and vendor relationships to ensure cost-effective operations.
• Deliver documents to courts as needed; process mail including collecting and depositing cash and checks.
• Support human resources functions, including payroll coordination and benefits administration coordination. (i.e. timecard approvals/corrections, time off approvals, etc.)
• Plan and organize local events, meetings, CLE programs, and team-building initiatives in coordination with operations departments and management.
• Support management in workload and caseload distribution and resource allocation and support of administrative resources to promote office efficiency and productivity.
• Other similar duties as assigned.

Qualifications

• Bachelor’s degree in business management, legal administration, or related field (required) or commensurate experience.
• 3 years of office and/or personnel management experience in a law firm or professional services environment.

Required Skills

• Strong communications, interpersonal, and organizational skills.
• Proficiency with Microsoft Office Suite, Billing and Invoicing systems.
• Working knowledge of law firm billing, accounting, Trust Accounting, and general business operations.
• Proven ability to handle sensitive information with discretion and professionalism.
• Excellent written and verbal communication skills.
• Bi-lingual preferred.

Preferred Skills

• Core Competencies: Leadership, discretion, problem-solving, strategic thinking, team motivation, and attention to detail.
• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities may be substituted.

Pay range and compensation package

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required of the Office Coordinator. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. These are considered essential duties and are illustrative of those job tasks that are fundamental. Employees may be required to perform additional related duties as may be assigned by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Statement

The firm is committed to diversity and inclusivity.