Office Coordinator - Law Firm

Job Description

Job Description

Company OverviewStouffer Legal is an estate planning and elder law firm committed to helping families protect what matters most. Our team provides a professional, compassionate, and organized experience for clients navigating important legal decisions. We are seeking a reliable, mature, and service-minded professional for our Naples, FL office who can help keep the office running smoothly while supporting clients, attorneys, and team members each day.Position OverviewThe Office Coordinator serves as the operational anchor of the Naples office. This role combines front office hospitality, office administration, attorney support, facilities and vendor coordination, meeting preparation, and scheduling support. The ideal candidate is polished, proactive, highly organized, and comfortable taking ownership of the day-to-day office experience in a professional law firm environment.This position is a strong fit for someone with experience in office administration, professional services, hospitality, legal or medical office support, executive assistance, or client-facing administrative coordination. The person in this role should enjoy being the dependable point person who notices what needs to be done, follows through, and helps create a calm, prepared, and welcoming office environment.Core Job DutiesOffice Administration and OperationsOpen and close the office each day according to established procedures.Maintain a clean, organized, stocked, and client-ready office environment throughout the day.Order, track, and manage office supplies, kitchen supplies, hospitality items, printed materials, and other office resources.Monitor inventory levels and anticipate office needs before they become urgent.Support routine mail, scanning, printing, filing, shipping, and document-handling needs.Help maintain checklists, office standards, and administrative procedures.Facilities, Vendors, and Office StandardsServe as a local point of contact for routine facilities, maintenance, office supply, and vendor issues.Communicate professionally with property management, cleaning vendors, copier/printer vendors, IT support, and other service providers as needed.Submit, track, and follow up on office maintenance or facilities requests through completion.Identify recurring office issues and communicate recommendations for improvement.Ensure reception, conference rooms, restrooms, kitchen, supply areas, and shared spaces meet professional office standards.Client Experience and Front Office SupportGreet clients and visitors warmly and professionally; offer coffee, tea, or water as appropriate.Notify attorneys and team members of client arrivals and help ensure meetings begin smoothly.Answer, transfer, and place calls professionally using firm phone systems.Assist with scheduling, appointment confirmations, client wrap-up, and payment processing.Create and manage follow-up tickets when needed and escalate client concerns appropriately.Reset conference rooms promptly between meetings and ensure the space is ready for the next client.Attorney and Team Administrative SupportPrepare materials for attorney meetings, including packets, folders, binders, invoices, and other meeting materials.Assist attorneys with administrative needs before, during, and after client appointments.Support attorney calendars by helping confirm meetings, identify scheduling conflicts, and ensure rooms and materials are ready.Coordinate printing, bulk printing, document assembly, and meeting room readiness.Serve as a reliable local support resource for attorneys and remote team members who need Naples office assistance.Assist with special projects, data cleanup, office initiatives, or other administrative tasks as assigned.Workshop and Event Support as NeededFill in for weekly workshops when the workshop coordinator is unavailable or needs additional assistance.Prepare the workshop space, refreshments, materials, signage, seating, and technology needs.Welcome attendees and support check-in and hospitality.Assist the presenting attorney with logistics and help ensure the workshop runs smoothly and on time.Reset the space after the workshop and communicate any follow-up needs.What Success Looks LikeClients are welcomed warmly and experience a professional, organized, and calm office environment.Attorneys have the rooms, materials, documents, and administrative support they need before client meetings begin.The Naples office is consistently clean, stocked, organized, and client-ready throughout the day.Supplies, vendor needs, facilities issues, and maintenance requests are handled proactively and followed through to completion.Meetings, payments, scheduling, client wrap-up, and internal communication are completed accurately and on time.Weekly workshops are prepared, professional, and well-supported.Issues are escalated appropriately with clear communication, good judgment, and ownership.Preferred QualificationsTwo or more years of experience in office administration, office coordination, client service, hospitality, legal administration, medical office administration, executive assistance, or professional services support preferred.Prior experience supporting attorneys, executives, managers, or other professionals is strongly preferred.Excellent communication skills with clients, vendors, attorneys, and internal team members.Strong organizational skills and the ability to manage multiple priorities in a busy office environment.Mature judgment, professionalism, discretion, and comfort handling confidential information.Proactive problem-solver who notices what needs to be done and follows through without constant direction.Comfortable using technology, scheduling systems, phone systems, payment systems, Microsoft Office, and ticketing systems.Experience with Outlook, Microsoft Teams, Acuity, Freshdesk, RingCentral, Excel, or similar tools is helpful.Ability to work Monday through Friday 8:00AM – 5:30PMWhy Join UsJoin a growing estate planning and elder law firm with a strong sense of purpose and client service.Serve in a visible, trusted role that directly supports clients, attorneys, and the overall office experience.Work in a professional environment where organization, follow-through, and high-quality service matter.Receive paid training and the opportunity to grow your administrative and professional services experience.Be part of a team that values both client care and employee experience.CompensationSalary range: $50,000 - $60,000 annually, based on experience.Full-time schedule: Monday - Friday, 8:00 AM - 5:30 PMPerformance-based bonus structure.Pay day twice per month on the 7th and 21st.Eligible for benefits upon start date.Health insurance with 50% company contribution.Dental and vision insurance offered.Short-term and long-term disability insurance 100% paid by the company.Basic group-term life insurance 100% paid by the company.401(k) contribution with up to 4% matching and no vesting period.Paid time off starts at 15 days per year and increases with tenure.Seven paid holidays, employee discount, and paid training.Application ProcessApplication submission and screeningInitial phone screening interview (10-15 minutes)Virtual interview via Microsoft Teams (30 minutes)Candidate assessments for skills and cultural fitIn-person interview at the Naples office (1 hour, including office tour)Job offer and completion of reference checks and background checkOrientation and onboardingWe encourage applicants to include a resume, cover letter, and statement of interest with their application. This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the firm.