Office Coordinator

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s Charlotte office is based in one of the world’s foremost banking centers and serves as a key hub for the firm’s global finance practice. Our experienced finance lawyers focus on complex bilateral and syndicated financial transactions in the areas of capital commitment subscription finance, commercial middle market lending, leveraged lending, asset-based lending, specialty finance, private equity finance, and real estate lending. Our Charlotte office has a close-knit group of practitioners who are dedicated to providing outstanding client service. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. All new employees in the office are partnered with one or two mentors to help them get acquainted with the firm.

This non-exempt position is responsible for performing general administrative activities and reception coverage.

Essential Duties

Assist attorneys and appropriate professional staff with day-to-day operational needs.

Accounting

• Assist with submitting invoices and expenses through Chrome River.
  
  

Administrative Services

• Order supplies as needed.
• Maintain and set up conference rooms and other equipment, (scheduling conference rooms, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately).
• Maintain office extension list, office map and Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.
  
  

Attorney Recruiting

• Assist OA in coordinating Attorney Integration efforts for the office.
  
  

Facilities

• Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, etc.
• Prepare offices and workstations for new hires and assist with inter-office moves.
• Work with the OA to maintain ongoing relations with building management.
• Coordinate light bulb replacement and other office maintenance with building management.
• Maintain and assign security access/parking cards.
• Coordinate recycling program with building management.
• Oversee on-site fitness center memberships, if applicable.
• Monitor parking contract per lease agreement.
• Handle building and suite security issues.
• Assist with coordination of office space within our suite.
  
  

Human Resources/Benefits

• Coordinate periodic workstation evaluations under the direction of the OA.
  
  

Other Duties

• Coordinate annual emergency response training for employees under the direction of the OA.
• Perform other related duties as needed or assigned.
  
  

Reporting Relationship

The Office Coordinator reports directly to the Office Administrator.

Qualifications

Knowledge/Experience

The Office Coordinator should have two to three years of experience. Law firm or professional services experience preferred.

Skills

Position requires flexibility, creativity, organizational ability, sensitivity to peoples’ needs, and excellent listening and customer service skills. Ability to communicate appropriately (verbal and written). Must model the Firm’s culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.

Education

Bachelor’s degree, or equivalent work experience.

Physical Demands

Must be able to move around the office up to 45% for various office related tasks. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office Environment.