Office Coordinator

New York, NY

The Firm is currently recruiting for an Office Coordinator to work in our New York Meatpacking office supporting our Venture Technology Group. The Office Coordinator will handle day to day operations for the office, client billing and administrative tasks for attorneys. The Office Coordinator will receive extensive on-the-job training and will have the opportunity to participate in more formal educational opportunities made available to Firm staff. The Office Coordinator will ensure the smooth and efficient running of the office by performing the following tasks: 

Responsibilities

• Responsible for the day-to-day office functions and communications including ensuring that faxes, mail, etc. are distributed appropriately and timely.
• Ensure that supplies and other necessities of office functioning are maintained and ordered and received timely and appropriately.
• Answer telephones, respond to requests for information and assist attorneys.
• Troubleshoot copier/fax/printers machines, if unable to fix contact, work IT department to ensure technology is working properly.
• Organizing, assembling and compiling closing binders, utilizing tools, technologies and information sources to conduct research, collecting and analyzing data/information and assisting with transactions.
• Handle administrative tasks such as filing, scanning, greeting guests, meeting setups, travel arrangements, video conference and presentations as needed.
• Heavy calendaring and follow up.
• Input time sheets, process expense reimbursement, open new client matters, process proformas, client billing, track payment and collection efforts.
• Document creation, including editing and preparation.
• Provide support with event and meeting planning.
• Work with building management and vendors.
• Maintain attorneys’ contact lists in Outlook and InterAction.
• Contribute to team effort by accomplishing other related results as needed.
• These duties may be ongoing or adhoc in nature.
• Other duties as may be assigned to fully meet the requirements of the position.

Experience & Qualifications

• Bachelor’s Degree required.
• Good judgment, discretion and confidentiality is essential.
• Must have some secretarial experience in a fast-paced environment.
• Must have knowledge of Microsoft Word, Excel and Outlook.
• Excellent typing, filing, proofreading, and organization skills.
• Possess good problem solving skills and take initiative to implement solutions.
• Possess a pleasant demeanor in the office, knowing how to communicate effectively with colleagues, friendly phone manner and excellent interpersonal skills.
• Must have a team player, can-do attitude with a willingness to help and provide excellent client service.
• Ability to work well under pressure and handle multiple, simultaneous tasks efficiently with poise and confidence.
• Strong work ethic, including willingness to work evenings and weekends as needed.