Office Coordinator
3 days ago
The Gilchrist Law Firm is seeking a highly organized and efficient Office Administrator to join our 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.
Key Responsibilities:- 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.
- 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.
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