Office Coordinator

Haynes and Boone • San Antonio, TX

5d • Onsite

About The Position

This non-exempt position is responsible for the general administrative activities of the office and coordinates and/or performs general office and logistics supply purchasing. The Office Coordinator supports attorneys and professional staff with day-to-day operational needs and handles a broad range of administrative, accounting, facilities, recruiting, human resources, business development, and information systems tasks.

The role coordinates office and client meetings and functions, maintains office supplies and mail services, supports conference room readiness, and helps manage facilities, security, parking, workstations, vendor relationships, and office space. It also assists with new-hire onboarding, employee events and initiatives, charity events, and emergency response training. The position reports directly to the assigned OA/OS and is based in an office environment; travel may be required.

Requirements

• Two to three years of administrative experience in a law firm or professional services environment 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.
• Proactive approach and ability to multitask and handle competing deadlines in a fast-paced environment.
• Ability to move around the office up to 45% of the time and remain stationary at least 55% of the time.
• Ability to operate computers and other office productivity machines regularly, including fax machines, copiers, and printers.
• Ability occasionally to move documents or files weighing up to 15 pounds.
• Ability to communicate and exchange information constantly with Firm attorneys, clients, and staff.
• Ability 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 with coordinating attorney integration efforts for the office.
• Assist with tables for sponsored business development events.
• Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, and other facilities needs.
• 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 per the lease agreement.
• Handle building and suite security issues.
• Assist with coordinating 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 and gifts, including Staff Appreciation Day, Thanksgiving Lunch, the Holiday Party, and get-well, new-baby, and sympathy gifts.
• Assist with coordinating information for the office’s contribution to the Firm newsletter.
• Assist IT with office computer issues as needed.
• Help maintain 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