Administrative Coordinator

Job Description

Job Description

About Us

Rathje Woodward LLC is a well-established law firm based in Wheaton, IL, with a long-standing reputation for delivering exceptional legal services to our clients. Our clients trust us for our expertise, integrity, and commitment to results. We foster a collaborative and supportive workplace where every team member is valued and empowered to do their best work.

Position Summary
The Administrative Coordinator reports directly to the Director of Firm Operations and works closely with attorneys, staff, vendors, and clients. The Administrative Coordinator serves as the firm's primary front-of-house professional. This position is responsible for reception, client and visitor experience, intake coordination, office logistics, mail and shipping management, conference room operations, vendor coordination, and administrative process support.

Key Responsibilities
Client Experience & Front Desk Operations

• Serve as the primary point of contact for clients, visitors, attorneys, and vendors while maintaining a professional and welcoming office environment.
• Manage reception operations, incoming communications, conference room coordination, and daily office readiness.

Client Intake & Matter Setup

• Coordinate client intake, conflict checks, and matter opening processes, ensuring accuracy, completeness, and compliance with firm procedures.
• Monitor intake workflows and escalate trends, delays, or issues as appropriate.

Office Operations & Administrative Support

• Oversee office supply inventory, administrative records, operational trackers, and general office support functions to ensure smooth daily operations.
• Provide administrative support for onboarding, offboarding, training coordination, and other operational initiatives.

Mail, Facilities & Vendor Management

• Manage incoming and outgoing mail, shipping, courier services, and delivery logistics.
• Coordinate facilities requests, vendor relationships, maintenance activities, and office service providers.

Business Development & Event Support

• Assist with firm events, client-facing initiatives, contact management, and the preparation of business development materials and follow-up activities.

Process Improvement & SOP Support

• Support adherence to firm procedures, maintain administrative documentation, and identify opportunities to improve operational efficiency and consistency.

Qualifications
Required

• High school diploma or equivalent.
• 2-5 years of experience in an administrative, office coordination, customer service, or front desk role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and business technology platforms.
• Ability to manage multiple priorities while maintaining professionalism and accuracy.
• Strong attention to detail and commitment to confidentiality.

Preferred

• Experience working in a law firm or professional services firm.
• Experience with client intake, office operations, and administrative workflow coordination.
• Familiarity with legal practice management or document management systems.
• Experience supporting operational processes and vendor relationships.

What Makes Someone Successful in This Role?
The ideal candidate:

• Takes ownership and follows through on responsibilities.
• Is highly organized and dependable.
• Enjoys helping people and delivering exceptional client service.
• Maintains composure in a fast-paced environment.
• Is proactive, resourceful, and solutions-oriented.
• Can balance independent work with team collaboration.
• Understands the importance of discretion and professionalism.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift and move items up to 40 pounds.
• Frequent computer and systems use.

Work Environment

• Professional office setting.
• Full-time, in-office position.
• Occasional flexibility for events, projects, or operational needs outside standard business hours.