Office Coordinator

Job Description

Job Description

Maenner Minnich & Wattenbarger, PLLC is a growing boutique law firm currently expanding our team. We are seeking a proactive, professional, and highly organized Office Coordinator to serve as the face and voice of our firm. This is a role that combines client intake , administrative support , and general office logistics .

As the first point of contact, you will play a critical role in converting leads into clients and ensuring the daily operations of our 5-attorney office run seamlessly.

Key Responsibilities:

1. Client Intake & Communication

• Manage a high volume of incoming calls and emails with professionalism and empathy.
• Conduct initial screenings of potential clients to determine if their needs align with our practice areas.
• Schedule consultations and manage the firm’s primary calendar.
• Follow up with prospective clients to ensure all necessary intake documentation is completed.
• Greet incoming clients.

2. Administrative Support

• Organize and maintain digital and physical client files.
• Assist attorneys and paralegals with basic document preparation and mailing.
• Monitor office email accounts and distribute inquiries to the appropriate team members.

3. Office Logistics

• Monitor and restock office supplies (including occasional runs for essentials like ink, paper, or refreshments).
• Ensure the reception area, conference rooms, and common hallways are "client-ready" at all times.
• Coordinate with vendors (couriers, IT support, building maintenance).
• Assist with light errands as needed to support the firm’s daily flow.

Qualifications & Skills:

• Communication: Exceptional verbal and written communication skills. You must be comfortable "selling" the firm's value during intake calls.
• Professionalism: Ability to handle sensitive information with strict confidentiality.
• Tech-Savvy: Proficiency in Microsoft Office (Word, Outlook) and a willingness to learn legal practice management software (e.g., TimeSolv, OneDrive).
• Adaptability: A "no task is too small" attitude. You thrive in a small-office environment where duties can shift quickly.
• Experience: 1–2 years of experience in a professional office setting (legal experience is a plus, but not required).

Why Join Us?

We are a tight-knit, collaborative team entering an exciting phase of growth. This position offers the opportunity to be a foundational member of our staff as we expand from 3 to 5 attorneys this fall. We value initiative, a sense of humor, and a commitment to providing our clients with top-tier service.