Administrative Coordinator

• Oversee the daily functions of the office to ensure the office is operating efficiently including coordinating with building management, review pricing and scheduling of office repairs and oversee completion of same; procurement of office supplies, services, furniture and equipment, managing internal office moves and setups.
• Process check requests and department invoices. Review invoices for accuracy and submits for approval. Interact with AP to ensure checks are processed.
• Reconcile credit card charges weekly and review and approve expense reports.
• Review and approve office supply orders.
• Maintain checklist for new hire office set-ups and supplies.
• Maintain badge access internally and request badge access with property management security system.
• Coordinate office repairs with either building personnel or contractor.
• Assist Office Administrator with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel.
• Coordinate and manage workflow of office services and reception to maximize utilization of resources and achieve service excellence.
• Arrange staff travel. Compile all receipts to submit for travel reimbursement. Review receipts to reconcile credit card charges. Complete expense reports as required.
• Support projects and programs in the office to include IT rollouts, client and community events, etc.
• Maintain positive relationships with outside vendors and oversee contracts for various office services.
• Respond to employee inquiries/requests quickly and efficiently, resourcefully resolving problems.
• Assist with special projects, initiatives, firm events, and programs.
• Provide back-up support to the Admin Support Services Team to cover the reception duties during breaks, lunches, after hours and absences which may include the following:
  • Open front doors and switchboard for business each morning at 8:00 am.
  • Answer multi-line phone system promptly in a professional, courteous and helpful manner.
  • Screen phone calls, communicate effectively and professionally, and take messages as required or direct callers to their destination.
  • Receive and direct clients and visitors and maintain visitor badge log.
  • Keep general state of reception area and conference rooms tidy.
  • Have general knowledge of employee absences to determine appropriate routing of phone calls.
  • Record receipt of all incoming hand deliveries, Federal Express and UPS packages on log.
  • Maintain conference rooms and location specific calendars.
  • Order office supplies.
  • Monitor and distribute incoming facsimiles.
  • Retrieve, sort and distribute mail and ensure outgoing mail has been picked up.
  • Order meals for meetings, trainings, etc. and assist with Conference room set-up and clean-up after meeting has concluded.
  • Maintenance of all copy rooms to ensure each room is stocked, clean, organized, and all copiers are stocked with paper, screens are clean, employees are added/removed as needed, toners are refilled as needed, and they are functioning properly.
  • Responsible for requesting service as needed to repair copiers.

• Requires Associate’s degree with 3-4 years of administrative and/or office management experience.  Will consider candidates with 6 or more years of high level experience coordinating business operations and/or supervisory experience in lieu of Associate’s degree.
• 3+ years of secretarial/administrative support experience.
• Experience working in a Law Firm or professional services environment preferred.
• Superior customer service/interpersonal skills.
• Very strong problem solving, analytical, and organizational skills.
• Strong verbal and written communication skills and strong attention to detail required.
• Proficient in Microsoft applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to perform a variety of tasks, as needed.

We are not working with outside recruiters for this position.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.