Office Coordinator/Assistant

SummaryYour role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety, and assisting attorneys with case management. As a Legal Practice Assistant, the candidate will be responsible for administrative case management and litigation support. As Office Coordinator, duties and responsibilities include scheduling meetings and appointments, arranging office supplies, greeting visitors, and providing general administrative support to our employees.Essential Job FunctionsAs Legal Practice AssistantSupporting 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.Attending meetings and recording notes. Scheduling court reporting and videographer services.Formatting briefs, pleadings, and other legal documentsFiling legal documents (e-filing skills are preferred)Opening new matters.Perform administrative duties (calendar hearings and deadlines, organize case files, manage logistics, etc.)As Office AdministratorServe as the point person for office manager duties, including: maintenance, mailing, supplies, equipment, bills, errands, and shoppingSchedule meetings and appointmentsMaintain the office condition and arrange necessary repairsPartner with HR to update and maintain office policies as necessaryOrganize office operations and proceduresCoordinate with the IT department on all office equipmentEnsure that all items are invoiced and paid on timePrepare/Distribute Billing for assigned Billing AttorneysProvide general support to visitorsAssist in the onboarding process for new hiresAddresses employees' queries regarding office management issues (e.g., stationery, Hardware, and travel arrangements)Liaise with facility management vendors, including cleaning, catering, and security servicesPlan in-house or off-site activities, like parties, celebrations, and conferencesReviewing daily voice mails to ensure timely responses to all inquiries.Answering and directing incoming calls and making outgoing calls as needed.Managing daily incoming and outgoing mail.Keeping office organized, restocked, and maintained (lobby, conference rooms, copier room, supply room, file room, break room).Necessary Knowledge, Skills, And AbilitiesProficiency in Microsoft Office SuiteHands-on experience with office equipment (e.g., fax machines and printers)Professional attitude and appearanceSolid written and verbal communication skillsAbility to be resourceful and proactive when issues ariseExcellent organizational skillsMultitasking and time-management skills, with the ability to prioritize tasksExperience in the legal industry as a paralegal preferred, but not required.Professional demeanor, reliable, punctual, team-oriented.Self-starter, excellent attention to detail, highly organized, accurate, and able to multitask.Strong verbal and written communication skills.Educational And Experience RequirementsProven work experience as an Office Representative or similar roleHigh school degree; additional certification in Office Management is a plusPrior litigation experience required.Work Environment And Physical DemandsIn office position Ability to work extended hours when necessary.Normal office environment; no unusual physical demands.