JOB SUMMARY
The Administrative Coordinator supports the delivery of high-quality support services to the Washington, DC office while providing executive level support to office management. This position coordinates and collaborates with multiple teams, team members, and Firm departments and provides exceptional customer service to both internal and external clients. This is an in-office position.
RESPONSIBILITIES
– Help to create a positive, welcoming, collegial environment by exhibiting a strong adherence to customer service best practices
– Greet internal and external visitors and offer hospitality
– Create a welcoming environment by maintaining the lobby, visitor offices, and common areas
– Be familiar with guests and visitors who are scheduled to be in the office
– Monitor the security of the lobby area by remaining in the immediate vicinity when the doors are unlocked
– Manage and distribute security badges to internal visitors
– Maintain various logs including deliveries received at front desk; visitor log; visitor Wi-Fi and security card log
– Answer and direct calls
– Enter work orders into Landlord/Tenant Portal
– Follow up on meeting reservations and take proactive measures to ensure meetings are set up properly with technology, catering, and any other requests
– Assist with client and Firm sponsored special events hosted on-site
– Attend and provide support for after-hour, Firm-sponsored, special events hosted on-site
– Schedule conference rooms and coordinate meetings which may require video conferencing and web-based participation
– Coordinate daily functions relating to the operations of the client and internal conference rooms including:
– Room configuration, including table and seating arrangements, lighting, and temperature, verifying all equipment is operational
– Provide requested technology and physical props including easels, flip charts, or white boards as requested
– Set up beverage and food service if requested
– Refresh beverage and catering during the meetings in a timely and professional manner
– Maintain conference/meeting rooms after each meeting
– Work successfully in a team environment: solving problems, communicating in a positive manner, and supporting the success of the local and regional office, the Firm, and various teams
– Demonstrate professional written and verbal communication, proofreading, and organizational skills
– Process expenses, expense reimbursements, check requests, and invoices for the local office
– Understand local office emergency procedures: respond appropriately if an emergency arises and serve on the local office emergency preparedness and safety team
– Provide back-up for the other Office Administrative Coordinators in the other Firm offices
– Monitor maintenance service and/or repairs for breakroom equipment and appliances
– Understand rates and service offerings through USPS, FedEx, and other shipping options, and make recommendations to office personnel
– Accurate and timely collection, sorting, logging, scanning, and distribution of incoming U.S. mail, inter-office mail, intra-office mail and overnight packages
– Maintain the office’s FedEx account by setting up individual accounts and assist office personnel with questions
– Prepare and handle certified, registered, or Express mail packages as needed
– Accurate coding for chargeback of expenses to clients and Firm personnel
– Maintain an adequate level of mail room supplies such as postage tape, ink, envelopes, certified, registered Express and Priority mail labels
– Process vendor invoices for approval and payment
– Stock, maintain and organize supply/copy rooms
– Stock and maintain break rooms/kitchens, including cleaning refrigerators, freezers, ice makers, and sanitizing equipment
– Prepare offices for new hires including furniture needs, cleanliness, ordering name plates and re-activation of space after departures
– Stock Multi-Function Devices and Printers with paper and replace toner as needed
– Contact appropriate individuals regarding equipment malfunctions or necessary repairs
– Point of contact for vendors for office equipment maintenance
– Assist with organizing coverage for scheduled and unscheduled staff absences
– Work collaboratively with the IT team to resolve technical issues that may occur in the office
– Assist with onboarding and integration of new staff members and attorneys
– Assist with physical and electronic file management and storage, including ensuring proper closure and/or destruction of files
– Maintain office break room: Load and unload dishwasher, maintenance of coffee and water machines, inventory concessions
– Miscellaneous office support including preparing attorney expense reports, submitting invoices for reimbursement, and assisting with correspondence as needed
– Provide executive level support to office management
– Administrative, general office and clerical projects, as needed
– Additional office administrative duties as assigned
QUALIFICATIONS: Skills & Abilities
– Ability to work under pressure of deadlines
– Keen attention to detail and organizational skills
– Ability to prioritize and multitask
– Ability to work independently
– Flexibility to work overtime outside of normal scheduled hours
QUALIFICATIONS: Education & Experience
– High School Diploma or GED required; Associate or Bachelor degree preferred
– 3+ years relevant experience required, preferably in a professional services environment
Additional Information
Salary Range: $53,000 – $68,000 per year
Position Status: Non-Exempt
Workplace Type: On-site
Benefits
Medical, Dental, Vision, Life, Dependent Life, Disability, and Accidental Death & Dismemberment insurance. Flexible Spending Plan. Health Savings Account. Fertility coverage assistance. Profit-Sharing and 401(k) Retirement benefits. Discretionary bonuses. Nine Paid Holidays per calendar year. Paid Time Off. Bereavement, jury duty, military leave. Employee Assistance Program. Tuition Reimbursement. Employee referral program. Back-Up Care. Domestic Partner Benefits. Commuting Benefits. Some of the foregoing benefits include Employer/Employee cost sharing.
Additional Information
Any offer of employment is contingent upon the successful completion of a background check.
About the Firm
Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 19 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.
We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement and loyalty of our people.