Legal Office Coordinator

Job Description

Job Description

We are seeking a highly organized and detail-oriented  Legal Office Coordinator to support the day-to-day operations of our Harrisburg office. This role serves as the first point of contact for visitors and clients while ensuring the office remains organized, well-equipped, and operating efficiently.

The Office Coordinator will work closely with the Harrisburg Office Shareholder and Human Resources and will also provide administrative support and coverage to the legal support team as needed.

Key Responsibilities

• Greet clients, guests, and visitors and notify the appropriate personnel of their arrival.
• Maintain a professional and welcoming reception area.
• Monitor and forward incoming voicemails and emails to the appropriate attorneys or staff.
• Maintain conference rooms, lunchroom supplies, office equipment, and furniture.
• Coordinate building maintenance requests and office facility needs.
• Work with the Office Services Manager and COO on office moves, equipment, furniture, and tenant-related matters.
• Receive and distribute daily mail and prepare outgoing mailings.
• Maintain conference room technology and coordinate with IT regarding equipment issues and updates.
• Provide monthly accounting information related to banking, escrow, petty cash, expenses, and postage.
• Coordinate the monthly distribution of attorney billing memos and submit materials to the billing department.
• Monitor office equipment maintenance and arrange repairs when necessary.
• Maintain postage records and reload the postage meter as needed.
• Coordinate luncheons, staff meetings, and employee events in partnership with Human Resources.
• Assist HR and IT with onboarding new employees.
• Maintain file room and library records and resources, including retrieval of offsite files and management of closed files.
• Provide administrative coverage and overflow support to the legal support team as needed.
• Perform additional administrative duties based on the ongoing needs of the office and firm.

Required Qualifications

• Strong proficiency with Microsoft Office Suite.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to follow office safety, security, and compliance procedures.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with attorneys, staff, vendors, and clients.

Preferred Qualifications

• Active Notary Public certification.
• Previous experience providing legal or professional office support.