Office Coordinator

3 weeks ago

Boston, United States Hinshaw Full time

Office Coordinator

Hinshaw & Culbertson LLP, a national law firm, currently has an excellent full-time employment opportunity for an Office Coordinator in our Boston Office. We offer competitive compensation and an excellent benefits package plus a 35 hour work week.

Position Summary:

The Office Coordinator is responsible for the day-to-day operation of all support functions and facilities in a regional office. This position supervises non-attorney staff and works in partnership with Partner(s) in Charge and the headquarter administration; in coordinating Human Resources, Facilities, Office Services, IT, Marketing, Records and Financial Services functions to ensure efficient office operation.

Essential Functions Include:

1. Serves as a liaison between regional office and headquarter office operations including but not limited to Human Resources, Information Technology, Marketing, Records, Office Services, Accounting and Finance.

2. Coordinate staff recruiting efforts with Human Recourses. Task may include sourcing candidates, coordinating interviews and verifying references.

3. Assist with on-boarding and new hire orientation of staff and attorneys. Assists in scheduling new hire training and continuing education classes.

4. Coordinate secretarial/support staff assignments and workflow.

5. Review, update and approve, support staff time and attendance records and time off request.

6. Manage support staff vacation calendar to ensure adequate staffing.

7. Plan and coordinate office social events.

8. Assist with off-boarding of departing staff and attorneys.

9. Serves as contact between the local office and IT department to resolve hardware and software issues, including calls for local warranty support.

10. Serve as a facilities coordinator, and plans and arranges for office maintenance services and repairs. Responsible for overseeing office supplies, conference set ups, and general office upkeep.

11. Other Duties - Note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job (duties, responsibilities and activities may change at any time with or without notice).

Qualifications and Prior Experience:

1. AA or Bachelor's degree preferred.

2. Experience in office management or related skills.

3. Exceptional client service.

4. Strong communications, interpersonal and client service skills and ability to interact effectively and professionally with attorneys, management, staff and external entities including vendors and clients of the firm.

5. Must be able to work in a fast-paced, high pressure environment and balance competing priorities.

6. Ability to maintain a high degree of confidentiality.

7. Excellent organizational skills, accuracy and a high attention to detail.

This job description is intended to describe the general nature and level of the work being performed by employees in this position. It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Note To Agencies and Applicants: At this time, Hinshaw & Culbertson LLP will not be accepting applications submitted through search firms for this position. All qualified candidates must submit their own applications to be considered for this position.

As an EOE/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.

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