Office Coordinator

Haynes and Boone, LLP • San Antonio, TX

7d • Onsite

About The Position

The Office Coordinator is a non-exempt position responsible for general administrative activities and coordinating or performing office and logistical supply purchasing. The role supports attorneys and professional staff with day-to-day operational needs and coordinates a broad range of administrative services, office functions, facilities activities, employee onboarding and events, and office technology support. The position reports directly to the assigned OA/OS. It is based in an office environment, and travel may be required.

Requirements

• Two to three years of administrative law firm or professional services experience is preferred.
• Bachelor’s degree or equivalent work experience.
• Flexibility, creativity, organizational ability, sensitivity to people’s needs, and excellent listening skills.
• Ability to communicate appropriately verbally and in writing.
• Ability to model the Firm’s culture and vision.
• Must be proactive and able to multitask and handle competing deadlines in a fast-paced environment.
• Able to move around the office up to 45% of the time and remain stationary at least 55% of the time.
• Able to operate computers and other office productivity machines regularly.
• Occasionally required to move documents or files weighing up to 15 pounds.
• Must be able to communicate and exchange information constantly with Firm attorneys, clients, and staff.
• Must be able to inspect and observe information on a computer screen at least 50% of the time.

Nice To Haves

• Two to three years of administrative law firm or professional services experience.

Responsibilities

• Assist attorneys and appropriate professional staff with day-to-day operational needs.
• Assist with submitting invoices and expenses through Chrome River.
• Perform administrative services tasks involving the receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations.
• Coordinate arrangements for office functions and client- and firm-related meetings.
• Manage office mailings and postage balance, and order supplies as needed.
• Maintain and set up conference rooms and equipment; schedule rooms, order meeting food, ensure video conferencing is ready, and monitor the daily conference room report to ensure meetings are set up appropriately and on time.
• Maintain the office extension list, office map, and Office Administrative Manual.
• Forward building updates from Building Management to office personnel.
• Assist OA/OS in coordinating attorney integration efforts for the office.
• Assist with tables for sponsored business development events.
• Coordinate carpet cleaning, weekly plant care, furniture repairs, and furniture configuration changes.
• Prepare offices and workstations for new hires and assist with inter-office moves.
• Work with the OA/OS to maintain ongoing relations with building management.
• Coordinate light bulb replacement and other office maintenance with building management.
• Maintain and assign security access and parking cards.
• Coordinate the recycling program with the vendor.
• Oversee on-site fitness center memberships, if applicable.
• Monitor the parking contract in accordance with the lease agreement.
• Handle building and suite security issues.
• Assist with coordination of office space within the suite.
• Assist with gathering new-hire paperwork and coordinate onboarding under the direction of the OA/OS.
• Coordinate welcome events for new employees under the direction of the OA/OS.
• Coordinate monthly birthday celebrations under the direction of the OA/OS.
• Coordinate periodic workstation evaluations under the direction of the OA/OS.
• Assist with coordinating annual flu shots and other initiatives under the direction of the OA/OS.
• Assist with coordinating special events, including Staff Appreciation Day, Thanksgiving Lunch, and the Holiday Party, and gifts such as get-well, new-baby, and sympathy gifts.
• Assist with coordinating information for the office section of the Firm newsletter.
• Assist IT with office computer issues as needed.
• Assist with maintaining an inventory of laptop computers for conference center use and checkout.
• Coordinate events for charities such as United Way and the Food Bank.
• Coordinate annual emergency response training for employees under the direction of the OA/OS.
• Perform other related duties as needed or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level