Office Coordinator

Job Details

Job Location: Nashville, TN 37203

Position Type: Full Time

Education Level: High School

Summary: Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety as well as assisting attorneys with case management. As Legal Practice Assistant, the candidate will be responsible for administrative case management and litigation support as well as handling sensitive firm and client information with the utmost discretion and confidentiality. As Office Coordinator, duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees.

A successful Office manager should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

• Supporting attorneys with a variety of duties, including drafting correspondence and communicating with clients, other legal counsel, and professionals.
• Filing and records management – e.g., organizing client files, trial binders.
• Scheduling court reporting and videographer services.
• Formatting briefs, pleadings, and other legal documents in accordance with court rules.
• Filing legal documents (e-filling skills are highly preferred).
• Corresponding with clients.
• Performing administrative duties (calendar hearings and deadlines, organize case files, manage logistics, conflict checks, etc.).
• Knowledge of or willingness to research court rules and procedures.

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping.
• Schedule meetings and appointments.
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs.
• Partner with HR to update and maintain office policies as necessary.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Ensure that all items are invoiced and paid on time.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Prepare/Distribute Billing for assigned Billing Attorneys.
• Manage office General and Administrative budget, ensure accurate and timely reporting.
• Serve as office receptionist and provide general support to visitors.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements).
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations and conferences.
• Performing tasks assigned with accuracy and promptness including e-filing, e-service, and document production downloading.
• Reviewing daily voice mails to assure timely responses to all inquiries.
• Answering and directing incoming calls and making outgoing calls as needed.
• Managing daily incoming and outgoing mail.
• Processing payment and bank deposit records.
• Copying, scanning, faxing documents.
• Managing data entry and preparing spreadsheets.
• Keeping office organized, restocked, and maintained (lobby, conference rooms, copier room, supply room, file room, break room).
• Ordering office supplies as needed.

• Proficiency in Microsoft Office Suite
• Hands‑on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time‑management skills, with the ability to prioritize tasks
• Customer service attitude
• Experience in the legal industry
• Proficient at learning new technology.
• Motivated problem‑solver.
• Experience in administrative skills or office manager role preferred but not required.
• Professional demeanor, reliable, punctual, team‑oriented.
• Self‑starter, excellent attention to detail, highly organized, accurate, able to multi‑task.
• Strong verbal and written communication skills.
• Proficient in Outlook, MS Word, MS Excel, MS PowerPoint, Adobe Acrobat.
• Consistent availability during normal business hours.

• Proven work experience as an Office Representative, Legal Assistant, Paralegal, or similar role
• High school degree required but college degree preferred additional certification in Office Management is a plus
• Prior litigation experience required.

• In office position
• Ability to work extended hours when necessary.
• Normal office environment; no unusual physical demands.