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Office Operations Coordinator

2 months ago

Atlanta, Georgia, United States Hall Booth Smith, P.C Full time
Purpose of the Role:

The primary objective is to foster and sustain effective communication pathways while supporting the operational framework of the organization. This includes ensuring seamless collaboration among employees, clients, and vendors, alongside the efficient management of office environments and resources.

Key Responsibilities:

  1. Develop and oversee communication systems among employees, clients, and vendors, which includes organizing meetings.
  • Propose implementation strategies for feedback based on financial priorities and operational needs.
Monitor expenditures for the Operations Department and strategize future purchases aligned with scheduled organizational activities.
  • Assist in reconciling vendor payments and managing procurement.
Oversee the maintenance of office spaces and ensure the fulfillment of all service requests to satisfaction.Manage inventory levels and coordinate shipments according to team and office requirements.Act as the primary contact for organizing company events and facilitating new departmental initiatives.Support the onboarding process for new employees, including the arrangement of furniture, supplies, and IT setups.Coordinate office openings, renovations, relocations, and related construction endeavors.
  • Serve as the liaison for property management regarding inspections, safety drills, security, and other facility-related matters.
Maintain office layouts and floor plans, coordinating the distribution of access resources.Secure necessary Certificates of Insurance (COI), Certificates of Occupancy, and other permits for vendors.Required Qualifications:

  1. Education
  • A High School Diploma or equivalent is required; a Bachelor's degree is preferred.
Experience
  • Prior experience in a legal setting or firm is preferred.
Skills
  • Proficiency in Microsoft Office 365, particularly in Word, PowerPoint, Excel, Outlook, OneDrive, Teams, and SharePoint.
  • Strong spelling, diction, and grammatical skills suitable for a professional services environment.
  • General familiarity with architectural designs, including CAD drawings.
  • Excellent organizational skills to ensure timely, effective, and accurate task performance while adapting to shifting priorities.
  • Ability to maintain confidentiality with the utmost integrity.
  • Exceptional interpersonal skills to engage with a diverse group of attorneys, staff, clients, and vendors with courtesy and professionalism.
  • Physical capability to sit, bend, stoop, continuously use hands for typing, and lift up to 25 pounds.
Physical Requirements:

  1. Ability to sit, bend, stoop, and continuously use hands for typing and phone communication.
  2. Ability to lift up to 25 pounds.
Performance Measures:
  1. Goals
  • Effective management of communication systems and office resources.
  • Timely and accurate completion of assigned tasks and projects.
Competencies
  • Demonstrated proficiency in Microsoft Office 365 applications.
  • Ability to handle confidential matters with integrity.
  • Strong organizational and interpersonal skills.
Working Conditions:

  1. Primarily office-based with occasional travel to various office locations for coordination and project management.
  2. Regular interaction with a diverse group of attorneys, staff, clients, and vendors.