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Administrative Coordinator

2 months ago

Albany, New York, United States The Colwell Law Group, LLC Full time
About The Colwell Law Group, LLC

The Colwell Law Group, LLC is a reputable law firm dedicated to delivering exceptional legal services to the Capital Region and surrounding counties. Our outstanding reputation has been earned through close collaboration with clients, understanding their legal needs, prioritizing their objectives, and guiding them toward success.

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The successful candidate will provide administrative support to our attorneys, management team, and other staff members, ensuring the smooth operation of our office.

Key Responsibilities
  • Front Desk Operations
    • Manage incoming calls, handle inquiries, and direct as necessary
    • Ensure the reception area, conference rooms, and kitchen areas are clean and tidy
  • Administrative Support
    • Refill copiers with paper at the end of each day
    • Communicate effectively with current and potential clients over the telephone, through electronic communications, and in person
  • Document Management
    • Monitor the availability of the conference room schedule to ensure no conflicts
    • After each conference room meeting, ensure each room is clean and tidy for the next meeting
  • Mail and Correspondence
    • Manage daily mailing, including collecting, scanning/uploading, and distributing mail to the appropriate recipients
    • Finalize and send outgoing correspondence
  • Accounts Payable Support
    • Assist the Billing & Collections Specialist in maintaining accurate and up-to-date customer accounts
    • Address billing inquiries and resolve any issues related to collections
  • Other Duties
    • Perform miscellaneous printing and copying tasks
    • Collect and provide receipts for any cash or check payments being dropped off at the front desk
    • Compile lists of needed supplies and order upon approval
    • Assist with entering invoices into QuickBooks for multiple companies
    • Coordinate with vendors to collect monthly invoices
Requirements
  • Experience
    • Minimum of one year of administrative, customer service, or billing and collections experience
    • Preferably, one year of prior experience working in a law firm
  • Education
    • Minimum of a high school diploma; a bachelor's degree is preferred
  • Skills
    • Proficiency in Microsoft Office Suite, especially advanced skills in Microsoft Excel
    • Knowledge of accounts payable and basic accounting is desirable
    • Excellent written and verbal communication skills
    • Ability to communicate effectively and professionally
    • Proven track record of meeting deadlines in a fast-paced work environment