Office Administration Coordinator

Job Id : 1322037 1674670466 Apply Now

Office Administration Coordinator

A national law firm seeks an experienced Office Administration Coordinator for their Ft. Lauderdale, FL office. This position reports to the Regional Office Manager and is responsible for day-to-day office management of the Ft. Lauderdale Office.

Essential Duties and Responsibilities :

• Responsible for all incoming telephone calls, ensuring all calls are redirected accordingly. Greets clients and visitors to the office, ensures guests are comfortable and are connected with the correct office personnel.
• Manages incoming deliveries.
• Ensures security procedures are followed by issuing temporary security cards.
• Schedules, coordinates and sets-up conference room requests and visiting attorney offices.
• Responsible for the video conference scheduling, operation, maintenance, etc. as well as coordinating continuing legal education event, handouts and record-keeping needs.

Setup of equipment and connections for conference room meetings such as laptop connections to monitors or projectors.

• Assists local Office Head and Regional Office Manager with special event coordination, including planning and executing office events, client hosting, recognition celebrations and office participation in community events.
• Firm's point of contact for facilities issues and needs. Submits work orders and coordinates with building management for repairs, inspections, etc.

Acts as a liaison with parking office for monthly passes and parking validations.

Coordinates with Information Technology and Telecommunications Departments for all technology issues such as : troubleshooting, repairs, and replacement of equipment.

Provides back-up support to Information Services Specialist for basic information technology functions.

• Provides back-up and overflow support to Practice Assistants with respect to typing, proofreading, formatting and editing correspondence, pleadings, memoranda, agreements and other legal documents under time-sensitive deadlines.
• Responsible for other miscellaneous Practice Assistant and office duties, such as : administrative check requests, expense reports, scheduling and maintenance of attorney and Intranet office calendars, office newspapers and magazines.
• Assists Regional Office Manager and Practice Assistants with special projects.
• All other duties as assigned.

Required Education / Experience :

• High school diploma or equivalent.
• At least 3+ years combined experience in customer-service, administrative support, or professional services role with prior experience in a law firm or other professional services office setting preferred.
• Excellent interpersonal, communication and organizational skills.
• Professional demeaner and excellent phone etiquette.
• Able to prioritize tasks with effective time-management skills.
• Operate independently as well as effectively within a team.
• Possess strong organization skills with high attention to detail.
• Ability to manage confidential information and sensitive situations with tact and discretion.
• Proficient in Microsoft Office Suite; Word, Excel, Outlook.

Firm offers an outstanding benefit package that includes :

• Medical
• Dental
• Vision
• 401K Program
• Pension Profit Sharing Program
• Paid Time Off
• Paid Holidays

1322037 1674670466

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