Office Coordinator

1 month ago

Charlottesville, United States McGuireWoods Full time
Overview:

McGuireWoods has an opening for an Office Coordinator to join the team in our Charlottesville, VA office. The Office Coordinator will serve as the primary point of contact to oversee and coordinate reception and operations within the office with the appropriate Senior Manager (to include Regional Office Administrator, Office Administrator, Office Services Manager and Practice Assistant Manager). The ideal candidate will have the ability to consistently multitask and prioritize goals and responsibilities. This role requires the candidate to work in our office five days a week, offering a dynamic and collaborative work environment.

McGuireWoods LLP, with offices in the United States and Europe, is a full-service firm providing legal and public affairs solutions to corporate, individual and nonprofit clients worldwide for more than 200 years collectively. For more information, please visit www.mcguirewoods.com. California residents have special rights with respect to personal information. If you are a California resident applying for a position at McGuireWoods, our statement describes your rights and personal information the firm collects.

Responsibilities:
  • Support practice assistants and other office operations staff. Establish and coordinate resources to ensure proper support needs; provide coverage and back-up for other administrative roles.
  • Serve as representative for local office to communicate with senior management and other departments in a timely, reliable, and accurate manner any pertinent information on personnel, operational and financial matters as instructed by the Senior Manager.
  • In conjunction with Senior Manager, coordinate and conduct new hire orientation for the office.
  • Review and provide limited input to the development of annual office operating budget. Review actual expenses monthly and submit variance explanations.
  • Submit vendor invoices for payment on a regular basis, monitoring against budgeted expenses.
  • Welcome all clients and visitors while following security protocol and procedures.
  • Manage conference room reservations and accurately maintain electronic room reservation system; work closely with appropriate personnel to ensure meeting requirements are coordinated (e.g., Audio/Visual, conference room set-ups and food and beverage requests).
  • Along with the Senior Manager, participate in scheduled meetings and site reviews with the local outsourced management team providing input and recommendations for enhancements in efficiency and support within the assigned office, if applicable.
  • Maintain a high level of customer service, including positive, professional relationships with established vendors.
  • In conjunction with the Senior Manager, act as liaison to building management and monitor building security.
  • Serve as primary after-hours contact for building management, on-call.
  • Assist in the coordination of special event functions for office departments, Consulting and corporate staff upon request (e.g., after hours accommodations, security, coverage, etc.)
  • Prepare and submit for approval office purchases of supplies, food and drink, paper, etc., in adherence with standard operating procedures set forth by the Business Services department.
  • Review monthly office floor plans and provide changes/updates to Corporate Space & Facilities department in order to maintain accuracy.
  • Ensure health/safety/evacuation plans for assigned office are prepared and updates and changes are communicated to the Business Continuity Manager and to office personnel.
  • Serve as a primary member of the firm's business continuity team for assigned office. Serve as primary contact for monitoring and responding to issues pertaining to the office's critical environment (IT equipment rooms) on a 7/24 basis.
  • Along with Senior Manager, plan, coordinate and attend office functions, including internal communication meetings, external marketing events, social functions and other special events as needed.
  • Update local office portal page with timely announcements and pertinent information.
Qualifications:
  • Three to five years related experience or equivalent combination of education and experience required.
  • Prior management experience a plus.
  • Sound judgment and the knowledge to proactively escalate matters of importance to Senior Manager for guidance.
  • Ability to lead, motivate and assist in the direction of work of others.
  • Effective listening, verbal and written communication skills.
  • Planning and organization skills; detail-oriented.
  • Ability to work under time restraints and deadlines.
  • Effective interpersonal skills, including customer orientation and ability to communicate with various levels within the Firm's environment.
  • Professional demeanor.
  • Computer skills, including working knowledge of MS Office applications. Ability to learn firm-specific systems including time reporting, billing, accounting, document management and other systems.
  • Good business knowledge and integration.
  • Knowledge of legal terminology, Firm policies, procedures and core values.

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