Office Coordinator

Maynard Nexsen•Nashville, TN

3d•Onsite

About The Position

Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety as well as assisting attorneys with case management. As Legal Practice Assistant, the candidate will be responsible for administrative case management and litigation support as well as handling sensitive firm and client information with the utmost discretion and confidentiality. As Office Coordinator, duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. A successful Office manager should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Requirements

Proficiency in Microsoft Office Suite
Hands-on experience with office equipment (e.g. fax machines and printers)
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Customer service attitude
Experience in the legal industry
Proficient at learning new technology.
Motivated problem-solver.
Professional demeanor, reliable, punctual, team-oriented.
Self-starter, excellent attention to detail, highly organized, accurate, able to multi-task.
Strong verbal and written communication skills.
Proficient in Outlook, MS Word, MS Excel, MS PowerPoint, Adobe Acrobat.
Consistent availability during normal business hours.
Proven work experience as an Office Representative, Legal Assistant, Paralegal, or similar role
High school degree required but college degree preferred additional certification in Office Management is a plus
Prior litigation experience required.
In office position
Ability to work extended hours when necessary.
Normal office environment; no unusual physical demands.

Nice To Haves

Experience in administrative skills or office manager role preferred but not required.

Responsibilities

Supporting attorneys with a variety of duties, including drafting correspondence and communicating with clients, other legal counsel, and professionals.
Filing and records management – e.g., organizing client files, trial binders.
Scheduling court reporting and videographer services.
Formatting briefs, pleadings, and other legal documents in accordance with court rules
Filing legal documents (e-filling skills are highly preferred)
Corresponding with clients
Perform administrative duties (calendar hearings and deadlines, organize case files, manage logistics, conflict checks, etc.)
Knowledge of or willingness to research court rules and procedures
Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping
Schedule meetings and appointments
Organize the office layout and order stationery and equipment
Maintain the office condition and arrange necessary repairs
Partner with HR to update and maintain office policies as necessary
Organize office operations and procedures
Coordinate with IT department on all office equipment
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Prepare/Distribute Billing for assigned Billing Attorneys
Manage office General and Administrative budget, ensure accurate and timely reporting
Serve as office receptionist and provide general support to visitors
Assist in the onboarding process for new hires
Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
Liaise with facility management vendors, including cleaning, catering and security services
Plan in-house or off-site activities, like parties, celebrations and conferences
Performing tasks assigned with accuracy and promptness including e-filing, e-service, and document production downloading.
Reviewing daily voice mails to assure timely responses to all inquiries.
Answering and directing incoming calls and making outgoing calls as needed.
Managing daily incoming and outgoing mail.
Processing payment and bank deposit records.
Copying, scanning, faxing documents.
Managing data entry and preparing spreadsheets.
Keeping office organized, restocked, and maintained (lobby, conference rooms, copier room, supply room, file room, break room).
Ordering office supplies as needed