Legal Office Coordinator

Job Description

Job Description

POSITION OBJECTIVE
The Office Coordinator greets guests and clients visiting the office while adhering to office security protocols. The Office Coordinator is responsible for the daily administration of the office equipment, recordkeeping, facilities, and the out of office calendar. This position reports directly to the shareholder in charge of the Harrisburg office and Human Resources. The Office Coordinator will assist the legal support team with overflow work and coverage responsibilities.

• Maintain the reception area and greet visitors. Notify the appropriate personnel of their arrival.
• Forward voicemails and emails to the appropriate attorney or support staff personnel.
• Ensure lunchroom and conference room supplies are replenished and well maintained.
• Contact building maintenance with issues or requests.
• Coordinate with the Office Services Manager and the Chief Operating Officer on office moves, tenant processes, and evaluation of office equipment and furniture.
• Responsible for receiving daily mail and preparation of outgoing mailings.
• Oversee maintenance of conference room conferencing equipment to ensure updates occur regularly. Report any issues to Information Technology.
• Send monthly accounting information on banking, escrow ledger, petty cash, and expense reports to Finance.
• Oversee the monthly distribution of attorney bill memos and submit it to the billing department.
• Ensure all office equipment is maintained regularly. Follow-up with information technology on any issues and schedule repairs as necessary.
• Report postage records to Accounting for the postage meter. Reload when funds are low.
• Arrange luncheons for staff meetings and employee events. Assist Human Resources with the coordination of employee events.
• Assist Human Resources and Information Technology with the onboarding of new hires in the office.
• Manage the file room and library records and resources. Responsible for the decisions to destroy or maintain closed files and the retrieval of files stored offsite.
• Cover overflow responsibilities of legal support staff when needed.

Please note that we champion the development of all roles. This job description is not designed to contain comprehensive listing of all responsibilities, as they may change to meet the ongoing needs of clients and the firm. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED QUALIFICATIONS

• Strong proficiency in Microsoft Office Suite.
• Organization and attention to detail.
• Ability to follow office safety and compliance protocols.

BENEFICIAL QUALIFICATIONS

• Active notary
• Prior legal support experience

ATTRIBUTES OF SUCCESS
Analytical Detail Oriented Social Perceptiveness Adaptability Resourceful
Independently Motivated Communication Skills Critical Thinking Interpersonal Skills Organization

WORK ENVIRONMENT/PHYSICAL DEMANDS
While performing the duties of the job, the employee must be able to:
Travel about 10% of the day to inside or outside worksites beyond the corporate office, representing us. Will perform sedentary work exerting up to ten (10) pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move object. Must see, hear, talk, and perform tasks requiring manual dexterity; kneeling, standing, walking, crouching, stooping, reaching, and other similar tasks requiring physical activity. Will operate a computer, fax, copier, and telephone. Work is generally performed in a temperature controlled office environment.

REGULAR SCHEDULE
This is an hourly full time position with a regular schedule of Monday through Friday work hours. Extended hours may be needed on occasion to complete company objectives.

WHAT YOU CAN EXPECT FROM OUR FIRM
We continually strive to develop its talent internally. The firm fosters the growth of its team and encourages ongoing learning opportunities.
In addition to a rewarding career and competitive base compensation, the firm also invests in a comprehensive benefits package including:

• Medical, Dental, and Vision plans for individual and family
• Company paid life insurance, short- and long-term disability plans
• Flexible Spending Account
• Retirement Plan contribution
• Paid Time Off and Holidays
• Tuition Assistance for education and skill development

EXPERIENCE REQUIREMENTS High school diploma and at least 5 years' prior administrative support experience
Demonstrated related experience may be substituted for preferred education