Office Coordinator

Overview

• Serve as the Office Coordinator for a dynamic law firm, ensuring smooth office operations and supporting administrative tasks.
• Coordinate schedules for meetings, conference spaces, and videoconference setups, ensuring seamless communication and collaboration.
• Manage office supplies inventory, liaise with vendors, and maintain stock levels for kitchen and custodial needs.
• Handle incoming and outgoing correspondence, courier requests, and shipping/receiving tasks efficiently.
• Assist with catering arrangements, including menu planning, order placement, and setup/breakdown for meetings.
• Support offsite records management, ensuring accuracy and efficiency in file handling and maintenance.
• Provide backup reception support by answering calls and transferring them appropriately.
• Collaborate with the Office Administration team to enhance overall office efficiency and appearance.

Key Responsibilities & Duties

• Coordinate facility repairs and communicate with building maintenance and vendors as needed.
• Manage schedules for meetings and conference spaces, assisting with videoconference setups.
• Maintain office supplies inventory, liaising with vendors to ensure timely replenishment.
• Handle courier requests, shipping/receiving, and correspondence, ensuring timely and accurate processing.
• Arrange catering for meetings, including menu planning, order placement, and setup/breakdown.
• Support records management tasks, maintaining files and ensuring organization and accuracy.
• Provide reception backup support, answering calls and transferring them appropriately.
• Collaborate with the administration team to enhance office operations and appearance.

Job Requirements

• Minimum of 2 years of experience in office coordination or administrative roles.
• Proficiency in Microsoft Office Suite; experience with facilities management platforms is a plus.
• Strong organizational skills and attention to detail, ensuring accuracy in tasks.
• Ability to handle confidential information with discretion and professionalism.
• Excellent communication skills, both written and verbal, for effective collaboration.
• Flexibility to adapt to changing priorities and tasks in a dynamic environment.
• Experience in law firm or hospitality settings is highly preferred.
• Enthusiasm for contributing to a mission-oriented organization focused on civil rights and public interest law.