Office Coordinator
About The Position
Stouffer Legal is an estate planning and elder law firm committed to helping families protect what matters most. Our team provides a professional, compassionate, and organized experience for clients navigating important legal decisions. We are seeking a reliable, mature, and service-minded professional for our Naples, FL office who can help keep the office running smoothly while supporting clients, attorneys, and team members each day. The Office Coordinator serves as the operational anchor of the Naples office. This role combines front office hospitality, office administration, attorney support, facilities and vendor coordination, meeting preparation, and scheduling support. The ideal candidate is polished, proactive, highly organized, and comfortable taking ownership of the day-to-day office experience in a professional law firm environment. This position is a strong fit for someone with experience in office administration, professional services, hospitality, legal or medical office support, executive assistance, or client-facing administrative coordination. The person in this role should enjoy being the dependable point person who notices what needs to be done, follows through, and helps create a calm, prepared, and welcoming office environment.
Requirements
- Two or more years of experience in office administration, office coordination, client service, hospitality, legal administration, medical office administration, executive assistance, or professional services support preferred.
- Prior experience supporting attorneys, executives, managers, or other professionals is strongly preferred.
- Excellent communication skills with clients, vendors, attorneys, and internal team members.
- Strong organizational skills and the ability to manage multiple priorities in a busy office environment.
- Mature judgment, professionalism, discretion, and comfort handling confidential information.
- Proactive problem-solver who notices what needs to be done and follows through without constant direction.
- Comfortable using technology, scheduling systems, phone systems, payment systems, Microsoft Office, and ticketing systems.
- Ability to work Monday through Friday 8:00AM – 5:30PM
Nice To Haves
- Experience with Outlook, Microsoft Teams, Acuity, Freshdesk, RingCentral, Excel, or similar tools is helpful.
Responsibilities
- Open and close the office each day according to established procedures.
- Maintain a clean, organized, stocked, and client-ready office environment throughout the day.
- Order, track, and manage office supplies, kitchen supplies, hospitality items, printed materials, and other office resources.
- Monitor inventory levels and anticipate office needs before they become urgent.
- Support routine mail, scanning, printing, filing, shipping, and document-handling needs.
- Help maintain checklists, office standards, and administrative procedures.
- Serve as a local point of contact for routine facilities, maintenance, office supply, and vendor issues.
- Communicate professionally with property management, cleaning vendors, copier/printer vendors, IT support, and other service providers as needed.
- Submit, track, and follow up on office maintenance or facilities requests through completion.
- Identify recurring office issues and communicate recommendations for improvement.
- Ensure reception, conference rooms, restrooms, kitchen, supply areas, and shared spaces meet professional office standards.
- Greet clients and visitors warmly and professionally; offer coffee, tea, or water as appropriate.
- Notify attorneys and team members of client arrivals and help ensure meetings begin smoothly.
- Answer, transfer, and place calls professionally using firm phone systems.
- Assist with scheduling, appointment confirmations, client wrap-up, and payment processing.
- Create and manage follow-up tickets when needed and escalate client concerns appropriately.
- Reset conference rooms promptly between meetings and ensure the space is ready for the next client.
- Prepare materials for attorney meetings, including packets, folders, binders, invoices, and other meeting materials.
- Assist attorneys with administrative needs before, during, and after client appointments.
- Support attorney calendars by helping confirm meetings, identify scheduling conflicts, and ensure rooms and materials are ready.
- Coordinate printing, bulk printing, document assembly, and meeting room readiness.
- Serve as a reliable local support resource for attorneys and remote team members who need Naples office assistance.
- Assist with special projects, data cleanup, office initiatives, or other administrative tasks as assigned.
- Fill in for weekly workshops when the workshop coordinator is unavailable or needs additional assistance.
- Prepare the workshop space, refreshments, materials, signage, seating, and technology needs.
- Welcome attendees and support check-in and hospitality.
- Assist the presenting attorney with logistics and help ensure the workshop runs smoothly and on time.
- Reset the space after the workshop and communicate any follow-up needs.
Benefits
- Health insurance with 50% company contribution.
- Dental and vision insurance offered.
- Short-term and long-term disability insurance 100% paid by the company.
- Basic group-term life insurance 100% paid by the company.
- 401(k) contribution with up to 4% matching and no vesting period.
- Paid time off starts at 15 days per year and increases with tenure.
- Seven paid holidays, employee discount, and paid training.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
