Administrative Coordinator
2 days ago
Vedder Price's New York office is looking for an Administrative Coordinator. Working under the guidance and supervision of the East Coast Office Manager, the Administrative Coordinator will provide overall daily office maintenance and upkeep for the New York Office, operational assistance in the office, including, but not limited to the scheduling of secretarial coverage, handling secretarial assignments and reassignments, processing secretarial time off requests, and assist with scheduling training for all Secretaries and Document Specialists. This position will also provide assistance to the New York Administrative Managers as needed.
As the Administrative Coordinator, your job duties will include but not be limited to:
- Provide administrative support to East Coast Office Manager
- Assist East Coast Office Manager with coordinating secretarial coverage during secretarial vacations and absences, including secretarial overflow work
- Coordinate secretarial assignments for incoming visitors and facilitate needs
- Handle new hire orientation paperwork; update paperwork as instructed; conduct new hire orientation in the absence of the East Coast Office Manager
- Oversee the operations of the New York office when East Coast Office Manager is unavailable
- Assist the East Coast Office Manager as required for organizational training and staff professional development efforts
- Maintain and update personnel files, employment records and employee-specific data for the New York office
- Update the Reception databases on a daily basis to ensure their efficient management and usage within the Secretarial and Document Center team
- Participate in administrative staff meetings and attend other meetings and seminars as required
- Review costs and services provided by vendors
- Receive and prepare all vendor invoices for data entry for NY and DC offices
- Receive and prepare East Coast Office Managers travel expenses
- Coordinate with building management and outside vendors to maintain the condition of the office and arrange for necessary repairs
- Coordinate trades working within the office space including carpenters, electricians, building engineers, etc.; coordinate projects, approve work hours and access to office space
- Handle internal office moves with the direction of the East Coast Office Manager
- Work with RICOH team and East Coast Office Manager to ensure best practices and coverage amongst reception and office services, specifically preparing for Visitors and tending to their requests
- Coordinate with Firm IT and Ricoh to support New York technology needs
- Perform other administrative duties as required and assigned by the East Coast Office Manager
- Strong written and verbal communication skills
- Strong analytical and troubleshooting skills, with attention to detail
- A professional demeanor with a proven ability to coordinate and implement efficient processes
- Ability to operate independently as well as within a team environment and perform duties which require considerable judgment, collaboration and initiative
- The ability to problem solve, maintain composure and work well within a high pressure environment
- Exemplary interpersonal skills, including the ability to communicate and interface effectively and courteously with employees of all levels within the organization
- Ability to handle sensitive and/or confidential matters
- Ability to handle multiple projects with shifting priorities
- Minimum of two years of prior corporate experience, preferably in a law firm environment
- Position also requires the ability to work under pressure to meet strict deadlines.
To perform this job successfully, an individual must be proficient in the following software:
- Microsoft Word Office Suites, including Word, Excel, PowerPoint, Outlook
At Vedder Price, we believe in recognizing and rewarding our employees' contributions. Our comprehensive Total Rewards Package includes:
- Competitive Salary: We offer a competitive base salary commensurate with skills and experience.
- Bonus Program: Discretionary annual bonus program.
- Retirement Planning: Discretionary profit sharing and 401(k) matching to help you plan for your future.
- Health and Wellness: Comprehensive health, dental, and vision plans, along with optional health savings and flexible spending accounts, firm-paid Life and Disability benefits, and wellness programs to support your overall well-being.
- Paid Time Off: Competitive time off package including vacation days, paid holidays, sick time and personal days.
- Professional Development: Opportunities for continuous learning and career growth through firm provided training programs.
- Employee Recognition: Anniversary and Vedder Praise Programs to celebrate your achievements and milestones.
- Work-Life Balance: Hybrid work model and family-friendly policies.
- Additional Perks: Employee discount program, pre-tax commuter benefits, back up child & elder care, Employee Assistance Program (EAP), fitness center discounts and more.
Join Vedder Price and be part of a team that values hard work and dedication
Equal Employment Opportunity
Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. We participate in E-verify.
Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Vedder Price Recruiting Team at vprecruiting@vedderprice.com.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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