Administrative Coordinator-Insolvency & Restructuring

New York, NY

Reports to: HR Manager

Summary

Under the general direction of the Insolvency & Restructuring Department and the Human resources manager and according to established firm policies and procedures, the Administrative Coordinator is responsible for providing administrative support and assisting with various assignments in the Insolvency & Restructuring Department. This individual maintains professionalism and strict confidentiality in all client and Firm matters.

Essential Duties and Responsibilities include, but may not be limited to, the following.  Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Perform clerical tasks including data entry, filing, faxing, copying, scanning, and binding.
• Provide administrative support services on project assignments utilizing Word, Excel and PowerPoint as well as any additional software required.
• Assist with maintaining calendar (utilizing calendar software, if applicable) and assist in meeting deadlines. Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
• Assist with answering the telephone, and screen and process incoming telephone calls. Record and transmit telephone messages.  Set up conference calls.  Provide information to callers when appropriate.
• Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
• Process expense reimbursements through the Firm’s electronic expense reimbursement system, Chrome River.
• Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
• Prepare packages for shipping and enter appropriate information into automated courier/package tracking systems.
• If instructed, update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.
• Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
• Establish, organize and maintain files and records as instructed.
• Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery in accordance with the attorney/legal personnel’s instructions.  If requested, file mail in client/case files, as necessary.
• Assist with creative and logistical event support, including event calendaring, planning assistance, assembling materials and name badges, staffing tables and post-event collection of materials.
• Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm. Maintain excellent public relations with clients.
• Provide support for all team meetings, including scheduling, agenda distribution, content preparation and minutes, if necessary.
• Additional administrative support and ad hoc assignments as required.

Knowledge, Skills and Abilities

• High School diploma (some college preferred) and one or more years of experience in a legal or professional services firm is preferred; or equivalent combination of education and experience. Computer proficient with experience and working knowledge of Microsoft Office (Word, Excel, Access, and PowerPoint) preferred.  Excellent interpersonal, verbal, and written communication skills.  Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, interns, and outside contacts.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
• Excellent analytical and technical skills requiring an aptitude for detail and accuracy in order to perform essential duties relevant to the Marketing administrative functions.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to analyze and interpret source data; perform administrative functions and prepare relevant documentation; proofread material for grammatical, typographical, and spelling errors; and perform file maintenance.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and processing invoices for payment.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, scanner, calculator, facsimile, etc.
• Ability to occasionally retrieve and distribute marketing/desktop publishing materials, written documentation, or office supplies weighing up to 20 pounds.

*The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities, and requirements.  This position description may be modified in the future as necessary.