Summary:

We are looking for a skilled Office Coordinator to undertake a variety of day-to-day office and clerical tasks. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.

Essential Job Functions:

• Assist in implementing office policies and procedures for staff
• Assist in training staff on firm procedures and information systems.
• Oversee office workflow procedures to ensure maximum efficiency
• Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
• Supervise and counsel support staff, including employee relations, complaints or issues
• Ensure compliance with regulations and laws (e.g., mandatory breaks, overtime).
• Act as liaison between attorneys, staff and human resources
• Greet and assist visitors when they arrive at the office
• Budget and monitor office costs
• Handle all office contracts (rent, service etc.)
• Process credit card transactions and vendor invoices
• Maintain files and records with effective filing systems
• Perform basic bookkeeping activities and update the accounting system
• Assist in vendor relationship management

Necessary Knowledge, Skills and Abilities:

• Proven experience as office coordinator or in a similar role
• Experience in customer service will be a plus
• Knowledge of regulations and laws relating to staff and employee relations.
• Knowledge of basic bookkeeping principles and office management systems and procedures
• Outstanding knowledge of MS Office, “back-office” and accounting software
• Proficiency in iManage, Chrome River, Aderant or similar programs
• Working knowledge of office equipment (e.g. optical scanner)

Educational and Experience Requirements:

• Excellent communication and interpersonal skills
• Organized with the ability to prioritize and multi-task
• Reliable with patience and professionalism
• Associate’s/College degree; BSc/Ba in business administration or relevant field is a plus

Work Environment and Physical Demands:

• In office position
• Ability to work extended hours when necessary.
• Normal office environment.