Office Administration Coordinator

Buchanan Ingersoll-Rooney•Tampa, FL

1d•Hybrid

About The Position

Buchanan Ingersoll & Rooney is seeking an experienced Office Administration Coordinator for its Tampa, Florida office. Reporting to the Regional Office Manager, this role is responsible for the day-to-day management of the office, including reception, visitor support, deliveries, security procedures, conference-room and visiting-attorney arrangements, video conferencing, event coordination, facilities support, parking coordination, and general administrative duties. The Coordinator also provides basic technology setup support and assists the Regional Office Manager and Practice Assistants with special projects.

Requirements

High school diploma or equivalent.
At least 3 years of combined experience in customer service, administrative support, or a professional services role.
Excellent interpersonal, communication, and organizational skills.
Professional demeanor and excellent phone etiquette.
Ability to prioritize tasks and manage time effectively.
Ability to work independently and effectively as part of a team.
Strong organizational skills and high attention to detail.
Ability to handle confidential information and sensitive situations with tact and discretion.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

Nice To Haves

Prior experience in a law firm or other professional services office setting.

Responsibilities

Answer incoming telephone calls and redirect them appropriately.
Greet clients and visitors, help them feel comfortable, and connect them with the appropriate office personnel.
Manage incoming deliveries in coordination with the Office Services team.
Issue temporary security cards and ensure security procedures are followed.
Schedule, coordinate, and set up conference rooms and visiting attorney offices.
Schedule, operate, and maintain video conferences.
Coordinate continuing legal education events, including handouts and record-keeping.
Assist the Local Office Head and Regional Office Manager with special events, client hosting, recognition celebrations, and office participation in community events.
Assist the Regional Office Manager with facilities tasks, including submitting work orders and coordinating repairs and inspections with building management.
Liaise with the parking office regarding monthly passes and parking validations.
Provide backup support to the Information Services Specialist for basic technology functions, including equipment and connection setup for conference-room meetings.
Handle miscellaneous Practice Assistant and office duties, including administrative check requests, expense reports, and office newspapers and magazines.
Assist the Regional Office Manager and Practice Assistants with special projects.
Perform other duties as assigned.