Administrative Coordinator

Ogletree Deakins•Greenville, SC

43d•Onsite

About The Position

Our Greenville, SC office is a dynamic and innovative office. We maintain a continuously positive cultural environment. We are seeking an Administrative Coordinator who is motivated to further client development through creative marketing initiatives. This position is part of an overall operational team essential in ensuring the smooth and efficient operations of the office environment. This key role is perfect for someone who is innovative, a keen eye for detail, experienced in project timelines and very strong communication abilities. We welcome candidates who enjoy a large organization environment and seek team leadership opportunities.

Requirements

8+ years of experience in administrative and marketing type work.
A high school diploma is required. Some college or post high school education is preferred.
Proficient in all Microsoft applications, including Outlook, Word, Excel, PowerPoint, and Teams. A strong understanding of document management systems. Able to operate general office equipment.
Knowledge of legal terminology, legal documents, and legal processes.
Knowledge of legal office operations.
Superior customer service and interpersonal skills.
Superior ability to communicate with internal and external employees, clients, and vendors, written and verbal.
Superior troubleshooting skills.
Excellent organizational skills
Ability to self-govern. Excellent time management skills and ability to work independently as well as with a team.
Limited travel may be required.
Position may necessitate duties before/after normal business hours.

Responsibilities

Assist attorneys and Office Administrator in planning and executing local marketing and office events, including briefings and seminars, both within the office and at off-site locations.
Working within the determined budget, arrange for venue and all details, including catering and AV needs.
Coordinate guest lists and internal/external communications regarding upcoming events.
Review and finalize all presentations, including ensuring embedded photos and video clips function.
Prepare name badges for attendees and guests.
Coordinate, monitor and manage the office’s access control system(s) and building access keycards.
Coordinate internal office moves, setups, and workstations.
Oversee office maintenance, repairs, and cleaning services.
Manage relationships with external vendors and service providers.
Working with the firm’s Records and Information Management team, assist with maintaining local office records.
Assist with conference room scheduling and meeting setup and cleanup.
Assist with updates to Maptician.
Assist with maintaining central file room, including maintaining current and accurate off-site records using firm database.
As needed, receive, box, inventory, scan, update database, and schedule pick-up of files marked for off-site storage.
Work collaboratively with Office Administrator and Research Services to ensure library subscriptions are current and requests for new additions are approved.
Receive incoming subscription updates and file accordingly.
Enter vendor invoices and expense reimbursements into Chrome River/Emburse Enterpise.
Reconcile local office credit card weekly.
Process local office check requests.
May be assigned to provide Practice Assistant support to one or more attorneys, including active and/or retired attorneys.
Assist with PA overflow work as needed.
Assist Office Administrator with coordinating office support functions during absences.
Assist Office Administrator with onboarding of new hires and related tasks, including pre-hire, post-hire, and employment verification through eVerify.
May approve staff timesheets when appropriate.
Make recommendations regarding utilization and workloads of practice assistants and office staff to meet office needs.
Maintain the local office shared calendars for internal and external events.
Assist in planning and executing office engagement related initiatives.
Monitor and manage office and kitchen supplies and approve orders as needed.
Assist with local IT support as needed, including setting up new users, working with the Service Desk on troubleshooting, and shipping equipment.
Train and assist new team members as needed.
Other duties and projects as assigned by the local Office Managing Shareholder and/or the Office Administrator.

Benefits

Paid Time Off
Paid Sick Leave
a 401(k) matching program
Profit Sharing
Paid Holidays
Paid Parental Leave
affordable Health and Life Insurance including Dental & Vision coverage
Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
Tuition Reimbursement
Employee Assistance Program