Administrative Coordinator

SK Battery America • New York, NY

21d • $85,000 - $100,000 • Hybrid

About The Position

We are seeking an Administrative Coordinator to join our Firm. This position will be based in our New York office (hybrid). The Administrative Coordinator provides high-level coordination and administrative assistance to the Administrative Support management team. Additionally, the Coordinator assists with other complex tasks and projects, while collaborating with other Firm departments and team members. Responds to inquiries and requests from Administrative Support, Reception, and Visiting Attorney personnel through the department's email addresses and main phone line. Prepares and distributes communications to Firm departments involved with onboarding and location changes for attorneys and business services professionals. Prepares and sends communications to New York Summer Associates, Fall Incoming Associates, and lateral attorney hires throughout the year, informing them of available administrative support resources. Coordinates with Attorney Recruiting to communicate administrative support for New York Summer Associates, Fall Incoming Associates, and lateral attorney hires. Coordinates access for Administrative Support personnel to various support tools, including Aderant Expert, Emburse Enterprise, SWAT (Supplemental Work Assistance Team), and Summit Link. Maintains the department’s absence tracking system. Ensures compliance with New York City Shift Change Law through tracking and approving usage. Runs, formats, and reconciles weekly and monthly reports to confirm consistency of information across applications. Maintains department documenting of schedule changes. Collaborates with the Assistant Director and Team Leader to coordinate new hire training. Serves as a point of contact for access and troubleshooting to the departments’ global reporting and work request (SWAT- Supplemental Work Assistance Team) systems. Generates, reviews, and reconciles reports for department wide systems. Maintains and regularly updates the department SharePoint site by reviewing the site for accuracy and completeness. Assists with department initiatives and special projects. Assists with requests from the Pro Bono department by assigning translators from the administrative support department. Assists with scheduling and calendar management support for the management team for onboarding new hires, training programs, events, and department-wide meetings. Coordinates with Conference Services for meeting and training requests, including but not limited to audio-visual and catering services. Assists with document management and records retention for administrative files. Assists with coordinating notary requests and tracks notary exam dates, jurisdiction requirements and recertification dates. Assures that all completed projects adhere to accepted professional standards. Demonstrates effective interpersonal, written, and verbal communication skills to facilitate effective work relationships with others. Manages Firm resources responsibly. Performs assignments that are varied and complex in nature, often while under critical deadlines. Complies with and understands Firm operations, policies, and procedures. Reliable physical presence in the office four days a week to perform administrative functions and support services. Performs other related duties as assigned.

Requirements

• Ability to provide excellent customer service
• Demonstrates high proficiency with relevant Firm computer software programs, e.g., Outlook, Excel (includes but not limited to PivotTables, Filters, Conditional Formatting), PowerPoint, with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• Bachelor's degree
• Minimum of three years’ related experience

Responsibilities

• Responds to inquiries and requests from Administrative Support, Reception, and Visiting Attorney personnel through the department's email addresses and main phone line.
• Prepares and distributes communications to Firm departments involved with onboarding and location changes for attorneys and business services professionals.
• Prepares and sends communications to New York Summer Associates, Fall Incoming Associates, and lateral attorney hires throughout the year, informing them of available administrative support resources.
• Coordinates with Attorney Recruiting to communicate administrative support for New York Summer Associates, Fall Incoming Associates, and lateral attorney hires.
• Coordinates access for Administrative Support personnel to various support tools, including Aderant Expert, Emburse Enterprise, SWAT (Supplemental Work Assistance Team), and Summit Link.
• Maintains the department’s absence tracking system.
• Ensures compliance with New York City Shift Change Law through tracking and approving usage.
• Runs, formats, and reconciles weekly and monthly reports to confirm consistency of information across applications.
• Maintains department documenting of schedule changes.
• Collaborates with the Assistant Director and Team Leader to coordinate new hire training.
• Serves as a point of contact for access and troubleshooting to the departments’ global reporting and work request (SWAT- Supplemental Work Assistance Team) systems.
• Generates, reviews, and reconciles reports for department wide systems.
• Maintains and regularly updates the department SharePoint site by reviewing the site for accuracy and completeness.
• Assists with department initiatives and special projects.
• Assists with requests from the Pro Bono department by assigning translators from the administrative support department.
• Assists with scheduling and calendar management support for the management team for onboarding new hires, training programs, events, and department-wide meetings.
• Coordinates with Conference Services for meeting and training requests, including but not limited to audio-visual and catering services.
• Assists with document management and records retention for administrative files.
• Assists with coordinating notary requests and tracks notary exam dates, jurisdiction requirements and recertification dates.
• Assures that all completed projects adhere to accepted professional standards.
• Demonstrates effective interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Performs assignments that are varied and complex in nature, often while under critical deadlines.
• Complies with and understands Firm operations, policies, and procedures.
• Reliable physical presence in the office four days a week to perform administrative functions and support services.
• Performs other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees