Administrative Operations Coordinator

1 week ago

Miami, United States Leeds Professional Resources Full time

Position Overview:

The Administrative Operations Coordinator will manage the daily administrative functions of the organization, ensuring an effective and organized workplace. This position entails overseeing office resources, leading administrative personnel, coordinating various office initiatives, and supporting the operational and business activities of the firm. The Administrative Operations Coordinator will be essential in fostering a professional environment and aiding the legal team in providing exceptional services to clients.

Core Responsibilities:

  • Manage everyday office activities, including the oversight of office supplies, equipment, and facilities to maintain an efficient work setting.
  • Coordinate maintenance, repairs, and enhancements to office infrastructure, such as IT systems, furniture, and utilities.
  • Lead and supervise administrative personnel, including legal assistants, receptionists, and clerks, ensuring a smooth workflow and timely task completion.
  • Provide direct administrative assistance to partners and attorneys, including managing calendars, arranging travel, and handling correspondence.
  • Ensure a high standard of client service by overseeing front desk operations, including welcoming clients, answering calls, and addressing inquiries.
  • Manage the scheduling and organization of client meetings, conferences, and events.
  • Assist in budget management, including tracking expenses, processing invoices, and overseeing accounts payable.
  • Collaborate with the finance department to ensure accurate billing and prompt collections.
  • Support recruitment, onboarding, and training of new staff, ensuring their integration into the firm's culture and operations.
  • Maintain employee records, monitor attendance, and manage employee benefits administration.
  • Ensure adherence to all legal and regulatory standards, including maintaining client confidentiality and managing records according to firm policies.
  • Implement and oversee office policies and procedures to ensure a secure and compliant work environment.
  • Act as the primary point of contact for internal communications, ensuring effective dissemination of information across the organization.
  • Coordinate office meetings, including preparing agendas, taking minutes, and following up on action items.
  • Work with IT support to ensure the seamless operation of all technology systems, including case management software, document management systems, and communication tools.
  • Oversee the implementation of new software and technology upgrades, providing necessary training to staff.
  • Manage relationships with office vendors and service providers, negotiating contracts, and ensuring timely service delivery.
  • Oversee the procurement of office supplies, equipment, and services, maintaining cost efficiency and quality.
  • Plan and organize firm events, including staff meetings, client events, and holiday celebrations.
  • Coordinate with external venues, caterers, and other service providers to ensure successful event execution.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Office Management, or a related field. A background in legal studies or experience in a law firm is advantageous.
  • Experience: 3-5 years of experience in office management, preferably within a legal or professional services context.
  • Skills:
  • Strong organizational and time-management abilities, with the capacity to manage multiple tasks and deadlines.
  • Excellent interpersonal and communication skills, capable of interacting professionally with clients, staff, and attorneys.
  • Proficiency in office software, including Microsoft Office Suite and legal case management software.
  • Strong problem-solving skills and meticulous attention to detail.
  • Ability to effectively lead and manage a team.
  • Knowledge of HR practices, financial management, and office administration.
  • Certifications: Certification in Office Management or Legal Administration is a plus.

  • Operations and Administrative Coordinator

    1 week ago

    Miami, Florida, United States Win Me Inc. Full time

    Job OverviewOperations and Administrative CoordinatorAre you an organized and proactive individual eager to manage a variety of responsibilities in a dynamic setting? We are looking for an Operations and Administrative Coordinator who will play a crucial role in facilitating daily functions and supporting various sectors of our expanding organization. This...

  • Administrative Operations Coordinator

    2 weeks ago

    Miami, Florida, United States Inmigration Legal Firm Full time

    Job OverviewWe are looking for a dedicated Administrative Operations Coordinator to join our team at an Immigration Legal Firm. This role is essential in providing administrative support and ensuring the smooth operation of our office.Key Responsibilities:Database Management: Regularly updates and monitors database information, ensuring accuracy and...

  • Administrative Operations Coordinator

    1 week ago

    Miami, United States International Rescue Committee Full time

    Requisition ID: req53413Job Title: Administrative Operations CoordinatorSector: OperationsEmployment Category: RegularEmployment Type: Full-TimeCompensation: USD HourlyLocation: Miami, FL USAWork Arrangement: Open to RemoteJob Overview: The Administrative Operations Coordinator collaborates with the Operations team, reporting directly to the Operations...

  • Administrative Operations Coordinator

    2 weeks ago

    Miami, Florida, United States CPM Builders Full time

    Job OverviewSalary: The Administrative Operations Coordinator will play a crucial role in ensuring the efficient functioning of the office, with a particular emphasis on human resources and assisting with financial management tasks. This position encompasses the oversight of office administration, management of HR activities, and the maintenance of precise...

  • Operations and Administrative Coordinator

    1 week ago

    Miami, Florida, United States One Sothebys Realty Full time

    Job OverviewPosition Title: Administrative and Operational ManagerPosition Summary:The Administrative and Operational Manager will be essential in delivering thorough assistance to the Real Estate Agent, ensuring the effective and seamless operation of office activities. This role demands a proactive and highly organized individual who can excel in a dynamic...

  • Operations and Administrative Coordinator

    2 weeks ago

    Miami, Florida, United States One Sothebys Realty Full time

    Job OverviewPosition Title: Administrative and Operational ManagerPosition Summary:The Administrative and Operational Manager will be instrumental in delivering extensive support to the Real Estate Agent, ensuring that office operations run smoothly and efficiently. This role is designed for a proactive and well-organized individual who can excel in a...

  • Operations and Administrative Coordinator

    2 weeks ago

    Miami, Florida, United States One Sothebys Realty Full time

    Job OverviewPosition Title: Administrative and Operational ManagerPosition Summary:The Administrative and Operational Manager will be instrumental in delivering extensive support to the Real Estate Agent, ensuring that office operations run smoothly and efficiently. This role is designed for a proactive and highly organized individual who thrives in a...

  • Administrative Coordinator

    2 days ago

    Miami, Florida, United States Zoom Vibe Co Full time

    About Us:At Zoom Vibe Co, we're a dynamic video production company that's passionate about capturing life's precious moments. Our team of skilled videographers is dedicated to delivering cinematic experiences that our clients will cherish forever.As an Administrative Coordinator at Zoom Vibe Co, you will be the first point of contact for our company. You...

  • Administrative Coordinator

    5 days ago

    Miami, United States Florida International University Full time

    Job SummaryFlorida International University is seeking a highly skilled and organized Office Administrator to oversee all office functions and manage the daily operations of the office. The successful candidate will provide support to the Facilities IT unit in various roles, such as purchasing, payment reconciliation, budget tracking, and serving as a...

  • Administrative Coordinator

    3 days ago

    Miami, United States Barry University Full time

    Job SummaryThe Administrative Assistant II plays a pivotal role in providing comprehensive administrative support to the Dean of Students. This position is responsible for managing the office's daily operations, ensuring seamless coordination and referrals, and fostering a dynamic and effective team.Key ResponsibilitiesOffice ManagementMaintains a welcoming...

  • Administrative Coordinator

    2 days ago

    Miami, Florida, United States Zoom Vibe Co Full time

    About Us:At Zoom Vibe Co, we're a dynamic video production company that's passionate about creating captivating visual experiences. Our team of skilled videographers is dedicated to turning your events into cinematic masterpieces that you'll treasure forever.We're seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The...

  • Administrative Coordinator

    3 days ago

    Miami, Florida, United States CARGO INTERNATIONAL CONSOLIDATORS INC Full time

    Job SummaryCargo International Consolidators Inc. is seeking a highly organized and detail-oriented Administrative Coordinator to join our team. As a key member of our administrative staff, you will provide exceptional support to our office operations, ensuring seamless communication and efficient workflow.Key ResponsibilitiesFront Desk Operations: Greet...

  • Administrative Coordinator

    1 week ago

    Miami, Florida, United States Nicklaus Children's Health System Full time

    Job Title: Administrative AssistantCompany: Nicklaus Children's Health SystemJob Summary:The Administrative Assistant provides administrative support to department leaders, ensuring the smooth operation of the clinical institute.Key Responsibilities:Assists Department Heads with special projects, organizes meetings, conferences, and events, and performs...

  • Administrative Coordinator

    2 days ago

    Miami, Florida, United States Critical Path Construction Company Full time

    Job SummaryCritical Path Construction Company is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a critical role in supporting the day-to-day operations of our office.Key ResponsibilitiesWorkflow Management: Manage and coordinate workflow by assigning tasks to other...

  • Administrative Coordinator

    2 weeks ago

    Miami, United States IASIS Healthcare Full time

    Position Overview:As an Administrative Coordinator, you will be responsible for a variety of essential clerical and organizational tasks that support the daily operations of our healthcare facility. Your role will involve direct interaction with patients, families, and medical professionals, ensuring smooth communication and coordination within the unit.Key...

  • Administrative Coordinator

    3 days ago

    Miami, Florida, United States Mount Sinai Medical Center Full time

    Job Summary:The Administrative Coordinator plays a critical role in the success of the department's operations at Mount Sinai Medical Center. This position provides day-to-day administrative, operational, and secretarial support to the Vice President of Human Resources.Key Responsibilities:Composes communication and general correspondences for distribution...

  • Administrative Coordinator

    2 weeks ago

    Miami, Florida, United States Monte Nido & Affiliates, LLC Full time

    Join Our Team as an Administrative CoordinatorAt Monte Nido, we are dedicated to transforming lives and fostering health and wellness. We are currently seeking an Administrative Coordinator to manage the daily administrative functions within our organization.About Us:For over 25 years, Monte Nido has been at the forefront of providing effective treatment for...

  • Executive Administrative Coordinator

    2 weeks ago

    Miami, Arizona, United States Brunel Full time

    Brunel presents a remarkable opportunity for an Executive Administrative Coordinator with our esteemed client, a prominent player in the mining sector.Position Overview:In this role, you will operate under general supervision, delivering intricate and varied administrative assistance to the leadership and personnel of a designated functional unit within the...

  • Administrative Operations Supervisor

    1 week ago

    Miami, United States Leeds Professional Resources Full time

    Position Overview:The Administrative Operations Supervisor will manage the daily administrative functions of the organization, ensuring a seamless and productive workplace. This position entails overseeing office resources, directing administrative personnel, coordinating office initiatives, and supporting the operational and business activities of the firm....

  • Administrative Coordinator

    1 week ago

    Miami, United States Glow Services Corp Full time

    Job SummaryGlow Services Corp is seeking a highly skilled and experienced Executive Support Specialist to provide administrative support to our executive team. The ideal candidate will have a strong background in office management, exceptional organizational skills, and the ability to work independently with minimal supervision.Key...