Office Coordinator

Overview

Office Coordinator role at Haynes and Boone, LLP. This non-exempt position is responsible for the general administrative activities of the office and coordinates office and logistic supply purchasing activities.

• Assist attorneys and appropriate professional staff with day-to-day operational needs.
• Accounting:
  Assist with submitting invoices and expenses through Chrome River.
• Administrative Services:
  Perform tasks in administrative services areas, including receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations.
• Coordinate arrangements for office functions and client and firm-related meetings.
• Manage office mailings and postage balance and order supplies as needed.
• Maintain and set-up conference rooms and other equipment, including scheduling conference rooms, ordering food for meetings, ensuring video conferencing is ready for meetings, and monitoring daily conference room reports to ensure meetings are set up timely and appropriately.
• Maintain office extension list, office map and Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.
• Attorney Recruiting:
  Assist OA/OS in coordinating Attorney Integration efforts for the office.
• Business Development:
  Assist with tables for sponsored BD events.
• Facilities:
  Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, etc.; prepare offices and workstations for new hires and assist with inter-office moves; work with the OA/OS to maintain ongoing relations with building management; coordinate light bulb replacement and other office maintenance with building management; maintain and assign security access/parking cards; coordinate recycling program with vendor; oversee on-site fitness center memberships, if applicable;
  
  monitor parking contract per lease agreement; handle building and suite security issues; assist with coordination of office space within our suite.
• Human Resources/Benefits:
  Assist with gathering of new hire paperwork process and coordinate onboarding process under the direction of the OA/OS; coordinate welcome events for new employees; coordinate monthly birthday celebrations; coordinate periodic workstation evaluations; assist with coordinating annual flu shots and other initiatives; assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts; assist with coordinating information for the Firm newsletter.
• Information Systems and Training:
  Assist IT with office computer issues as needed; assist with maintaining an inventory of laptop computers for conference center use and checkout.
• Other Duties:
  Coordinate events for various charities; coordinate annual emergency response training for employees; perform other related duties as needed or assigned.
• Reporting Relationship:
  The Office Coordinator reports directly to the assigned OA/OS.

• Knowledge/
  
  Experience:
  
  The Office Coordinator should have two to three years administrative law firm or professional services experience preferred.
• Skills:
  
  Flexibility, creativity, organizational ability, sensitivity to peoples’ needs, and excellent listening skills. Ability to communicate appropriately (verbal and written). Must model the Firm’s culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.
• Education:
  
  Bachelor’s degree, or equivalent work experience.
• Physical Demands:
  Move around the office up to 45% of the time; stationary at least 55%; operate computers and office equipment; occasionally move documents weighing up to 15 lbs; constant communication with attorneys, clients, and staff; ability to view information on a computer screen at least 50% of the time.
• Working Conditions:
  
  Office environment. Travel may be required.

Reporting to the OA/OS.