Office Operations Coordinator

Company Overview

Steptoe & Johnson PLLC is a distinguished energy-focused firm with particular strengths in business, labor, employment, and litigation. With a rich history of over a century, the firm is dedicated to helping clients achieve their goals through expert legal counsel and exceptional service.

Overview

We are seeking a dynamic and highly organized Office Operations Coordinator to join our team. This individual is to be well-mannered and poised for positive interactions with any and all persons with whom he/she interacts. Strong attendance, punctuality, enthusiasm, and a team philosophy are requirements of this position. The incumbent is required to handle strict confidential client and firm data in a professional and ethical manner on a daily basis.

The Office Operations Coordinator must be action oriented, have the ability to multitask, possess strong communication skills, both verbal and written with the ability to influence others in a positive manner. Must have the ability to think strategically and have the ability to prioritize and work in a fast paced environment. Proficient computer skills (working knowledge of Word, Excel, Outlook, PowerPoint). Ability to work overtime, as needed, to meet deadlines. Ability to collaborate in a team environment while maintaining a polished demeanor, tone, and appearance.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

EDUCATION: High School Diploma or equivalent required. Bachelor's degree preferred.

WORK EXPERIENCE: 3 years of legal and/or administrative experience is required.

PRIMARY DUTIES AND RESPONSIBILITIES:

Front Office Duties

• Open and close reception lobby for business each day.
• Answer phone system promptly and professionally and direct callers to their destination.
• Receive and direct all clients and visitors with strong professionalism and communication.
• Maintain, schedule, and monitor conference room calendars through Maptician.
• Process incoming mail FedEx, UPS, and messenger packages.
• Coordinate and communicate outside messenger and delivery services of the office to ensure that deliveries are completed in a timely manner.
• Maintain appearance of front office/reception area for client readiness.
• Responsible for maintaining confidential firm information and attorney-client privileged materials at all times.
• Employing technologies and resources appropriately.
• Responsible for ensuring all known visitors are registered with building security.
• Responsible for parking validations for all known visitors per firm policy.
• Performs other duties as assigned.

Legal Administrative Duties

• Primarily supports the Senior Paralegal and the Office Managing Member.
• Assist with general administrative projects, i.e., preparing binders, exhibits, copying projects.
• Assist with overflow typing.
• Assist with preparing legal documents and correspondence as needed.
• Assist with docket entries through Milana.
• Format documents into final form, proofread, copy, scan, mail as appropriate.
• File/e-file documents with courts and/or agencies.
• Manage data and prepare presentations as needed.
• Process attorney expenses, invoices, check requests and firm credit card expenses.
• Open new client/matters.
• Assist with entering time entries.
• Work closely with other legal staff to ensure seamless case management and adherence to deadlines.
• Scheduling conference calls, meetings, and travel.
• May be responsible for performing billable work as assigned.
• Performs other duties as assigned.