Administrative Coordinator

Administrative Coordinator

Finnegan is more than just a law firm we are a powerhouse of innovation and strategy growth. We pride ourselves on providing top-tier intellectual property services globally. Our success is rooted in our emphasis on relationships with our clients and each other. We care about every individual, and it is why many professionals have spent their entire careers at Finnegan.

Role Overview

The Administrative Coordinator will create a positive first impression as a representative of the firm. This position will greet and screen visitors, answer, and direct calls to the appropriate personnel, and schedule and coordinate conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. The Administrative Coordinator will also provide general administrative support to firm management to ensure efficient operation of the administrative operations of the firm.

Responsibilities

Reception Duties

• Utilizes knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
• Greets and screens clients and visitors, referring to appropriate person, coordinating necessary services or office space as necessary
• Maintain visitor logs and fobs for guests, visitors, and temporaries, as needed; assists to ensure security procedures are followed and other logs/records are kept.
• Maintains parking validation records and appropriately validate parking, if needed
• Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
• Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed

Meeting and Conference Room Scheduling

• Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm's electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
• Makes travel arrangements, working with in-house travel agency, hotels, conference centers, etc., as needed

Administrative Assistance

• Draft and prepare general correspondences, memos, slideshows, charts, tables, graphs, etc. and make applicable changes as needed
• Review and take appropriate action on correspondence, emails, and faxes, etc.
• Processes firm financial documents, invoices, check requests, travel vouchers, SunTrust, and American Express reconciliation, etc. and works with Accounts Payable team to resolve any issues
• Performs internet searches and compiles information for research projects as required
• Provides special project assistance to firm personnel as needed
• Participates and completes assigned core, technological and firm sponsored trainings as required or needed to maintain or advance skills
• Assumes progressive responsibilities within assigned work and embraces new processes and incorporates new technology to meet demands as they evolve
• May handle confidential and non-routine information and explain policies when necessary
• Other duties and special projects assigned

Qualifications

• High school degree or equivalent required; Bachelor's Degree or some college preferred.
• Experience with multi-line phone systems preferred
• High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment
• Proficiency in Microsoft Office, Adobe Acrobat, Internet, and Intranet.
• Strong data entry and word processing skills
• Excellent attention to detail and accuracy.
• Project management skills required, and excellent organizational skills.
• Ability to work well under pressure, meet frequent deadlines, and prioritize multiple tasks
• Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
• Ability to manage a diverse workload in a fast-paced, demanding environment
• Ability to work independently and as part of a team
• Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced skills and provide support to varied office members

Join Finnegan as an Administrative Coordinator where your organizational skills, attention to detail, and ability to multitask will drive success of one of the world's leading IP law firms.

The role is based in our Dallas, TX office and requires an onsite work schedule five days per week. The base annual pay range for this role is between 23.85 and $30.77 per hour; roughly $46,500 to 60,000 equivalent. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.

Equal Employment Opportunity Statement:

Finnegan is an Equal Opportunity Employer. The firm is committed to providing equal employment opportunities to all applicants for employment, as defined by applicable state and federal laws, without regard to race, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity or expression, physical or mental disability, medical condition, military or veteran status, genetic information, marital status, pregnancy, childbirth, or related medical conditions, or any other protected status in accordance with all applicable federal, state and local laws. For candidates needing reasonable accommodations or assistance with the application process, please contact Human Resources.

Finnegan, Henderson, Farabow, Garrett & Dunner, LLP