Office Operations Coordinator

2 weeks ago

Iselin, New Jersey, United States Lucosky Brookman LLP Full time
Job Overview

Position Summary: The Office Operations Coordinator will deliver extensive administrative assistance to the Operations and Human Resources divisions. This position encompasses a range of responsibilities, from managing office functions to supporting HR activities, ensuring the effective and efficient operation of the firm's daily activities. The ideal candidate will be exceptionally organized, proactive, and capable of handling multiple tasks simultaneously. This role is crucial for maintaining smooth office workflows and providing outstanding support to our legal professionals, staff, and clients.

Key Responsibilities:

  1. Administrative Assistance:
  • Support daily administrative operations, including managing phone calls, scheduling appointments, and overseeing office supplies.
  • Draft, revise, and format documents, reports, and presentations.
  • Manage incoming and outgoing communications, including postal mail, emails, and courier services.
  • Organize travel plans and itineraries for legal professionals and staff as necessary.
Operational Support:
  • Assist in coordinating office maintenance and facility management tasks.
  • Support the development and enforcement of office policies and procedures.
  • Help organize firm meetings and training events.
  • Oversee the expense tracking process, including reconciling credit card statements.
  • Conduct research on new technologies/software, initiate preliminary inquiries (e.g., calls, demonstrations), and present findings.
Human Resources Assistance:
  • Support the recruitment process, including posting job vacancies, arranging interviews, maintaining the applicant tracking system, and liaising with candidates.
  • Assist in preparing and managing employee onboarding and orientation materials.
  • Maintain employee records, ensuring accuracy and confidentiality.
  • Support HR initiatives and programs, such as employee engagement activities, training and development, and performance evaluations.
  • Assist with benefits administration and payroll processing as required.
Communication and Coordination:
  • Act as a liaison between departments, employees, and external stakeholders.
  • Facilitate effective communication within the firm, ensuring timely and accurate dissemination of important information.
Special Projects:
  • Provide assistance for internal audits and compliance activities.
  • Support special projects and initiatives as assigned.

Qualifications:

  • High school diploma or equivalent; an Associate's or Bachelor's degree is preferred but not mandatory.
  • Demonstrated experience as an administrative assistant or in a similar role.
  • Proficiency in MS Office Suite (particularly MS Excel, MS Word, and MS PowerPoint).
  • Exceptional organizational and multitasking skills.
  • Strong written and verbal communication abilities.
  • Capacity to maintain confidentiality and manage sensitive information.
  • Meticulous attention to detail and problem-solving capabilities.
  • Experience in a legal or professional services environment is advantageous but not essential.

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