Office Coordinator

Location: Naples, Florida

Pay Rate: $21.63-$24.00 p/hr (DOE) (40 hours/week)

About Us:

Saxe Doernberger & Vita, P.C. (SDV) is a nationally recognized law firm dedicated exclusively to representing policyholders in insurance coverage disputes. With headquarters in Connecticut and offices in California and Florida, SDV is proud to be Mansfield Certified, reflecting our commitment to equitable talent practices and inclusive leadership development. We value collaboration, innovation, and a culture where every team member’s contributions matter.

Position Summary:

The Office Coordinator plays a vital role in ensuring the smooth operation of the office by providing administrative support to attorneys and staff, managing office logistics, and coordinating internal and external events. This position requires a proactive, organized, and service-oriented professional who thrives in a fast-paced legal environment.

Key Responsibilities:

• Answer and direct incoming calls with professionalism and courtesy.
• Prepare, proofread, and distribute correspondence, memos, and other documents.
• Receive and distribute mail.
• Plan and execute internal meetings and office events.
• Handle all office shipping activities, including preparing packages, coordinating with carriers, tracking shipments, and resolving delivery issues as needed.
• Assist with coordination of attorney calendars, schedule meetings, and manage conference room bookings.
• Manage office expense reporting.
• Assist with travel arrangements if needed.
• Monitor and order office supplies, ensuring cost-effective purchasing and inventory control.
• Liaise with Office Operations Manager, vendors and service providers for office maintenance and equipment needs.
• Maintain organized filing systems (physical and electronic) and ensure confidentiality of sensitive information.
• Support onboarding of new employees with workspace setup, office tour, coordinating first day lunch and orientation materials.
• Assist with logistics for client-facing and business development events, including invitations, catering, materials, and venue coordination.
• Greet visitors, ensuring a welcoming and professional environment.
• Assist attorneys with client communications and document preparation as needed.
• Utilize Microsoft Outlook to manage and integrate calendars, tasks, flags, and reminders for attorneys and office operations, ensuring deadlines are met and priorities are tracked effectively.
• Maintain shared task lists and follow-up systems to support ongoing projects, client matters, and administrative workflows.
• Proactively monitor and adjust schedules and task assignments to accommodate shifting priorities and urgent needs.
• Perform other duties as assigned

Qualifications:

• 1 years of administrative or office coordination experience, preferably in a legal or professional services environment.
• Strong organizational and time management skills with attention to detail.
• Strong customer service skills
• Strong technical aptitude and the ability to quickly learn and adapt to new software, systems, and digital tools; comfortable navigating integrations, task automation features, and evolving technologies in a legal office environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook (calendar and inbox management) Word (document formatting and templates), Excel (formulas, pivot tables), and PowerPoint (professional presentations); familiarity with legal practice management software is a plus.
• Ability to handle confidential information with discretion.
• Commitment to supporting a collaborative team environment.

Benefits

• Competitive salary and year-end performance based bonus.
• Generous PTO and flexible work arrangements under specific circumstances
• Comprehensive health, dental, and vision coverage.
• 401(k) with match
• Professional development and advancement opportunities.

Only direct applicants will be considered. This job is not open for Agency Submissions.