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Office Administrator

2 months ago

Coral Gables, United States GLF Default Full time

The Gilchrist Law Firm is seeking a highly organized and efficient Office Administrator to join the team. As an Office Administrator you will be responsible for overseeing the day-to-day administrative operations of the firm, ensuring a smooth workflow, and supporting the legal team to enhance productivity and client service.

Responsibilities/Duties

  • Maintain a well-organized and clean office environment.
  • Manage office supplies inventory and place orders as necessary.
  • Oversee maintenance and repair of office equipment and facilities.
  • Coordinate with vendors and service providers.
  • Provide general administrative support to attorneys and staff.
  • Manage the firm's calendars, schedule meetings, and organize appointments.
  • Prepare and format legal documents, correspondence, and reports.
  • Handle incoming and outgoing mail, emails, and phone calls.
  • Perform data entry and maintain accurate client records.
  • Greet clients and visitors in a professional and friendly manner.
  • Handle client inquiries and direct them to the appropriate personnel.
  • Assist with client onboarding, including gathering and organizing necessary documentation.
  • Assist with billing and invoicing clients.
  • Process accounts payable and receivable.
  • Maintain financial records and prepare financial reports.
  • Assist the accounting department on an as-needed basis with monthly reconciliation reports.
  • Support recruitment efforts, including scheduling interviews and onboarding new hires.
  • Maintain employee records and handle confidential information.
  • Ensure compliance with legal and regulatory requirements.
  • Coordinate training sessions and staff meetings.
  • Liaise with IT support to resolve technical issues.
  • Assist with the implementation and maintenance of office software and systems.
  • Ensure data security and confidentiality protocols are followed.
Requirements
  • High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
  • Minimum of 2-3 years of administrative experience, preferably in a law firm or legal environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Familiarity with legal software (e.g., PracticePanther, LexisNexis) is a plus.
  • Familiarity with QuickBooks
  • Strong organizational and multitasking abilities.
  • Excellent verbal and written communication skills.
  • Attention to detail and accuracy.
  • Ability to maintain confidentiality and handle sensitive information.
  • Ability to be a Self-starter and handle issues that may arise proactively
  • Strong problem-solving skills.
  • Ability to work independently and as part of a team.
  • Flexibility and adaptability in a dynamic work environment.