Office Operations Coordinator

Company Overview

Steptoe & Johnson PLLC is a distinguished energy-focused firm with particular strengths in business, labor, employment, and litigation. With a rich history of over a century, the firm is dedicated to helping clients achieve their goals through expert legal counsel and exceptional service.

Overview

We are seeking a dynamic and highly organized Office Operations Coordinator to join our team. This individual is to be well-mannered and poised for positive interactions with any and all persons with whom he/she interacts. Strong attendance, punctuality, enthusiasm, and a team philosophy are requirements of this position. The incumbent is required to handle strict confidential client and firm data in a professional and ethical manner on a daily basis.

The Office Operations Coordinator must be action oriented, have the ability to multitask, possess strong communication skills, both verbal and written with the ability to influence others in a positive manner. Must have the ability to think strategically and have the ability to prioritize and work in a fast paced environment. Proficient computer skills (working knowledge of Word, Excel, Outlook, PowerPoint). Ability to work overtime, as needed, to meet deadlines. Ability to collaborate in a team environment while maintaining a polished demeanor, tone, and appearance.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

EDUCATION: High School Diploma or equivalent required. Bachelor's degree preferred.

WORK EXPERIENCE: 3 years of legal and/or administrative experience is required.

PRIMARY DUTIES AND RESPONSIBILITIES:

Front Office Duties

Open and close reception lobby for business each day.

Answer phone system promptly and professionally and direct callers to their destination.

Receive and direct all clients and visitors with strong professionalism and communication.

Maintain, schedule, and monitor conference room calendars through Maptician.

Process incoming mail FedEx, UPS, and messenger packages.

Coordinate and communicate outside messenger and delivery services of the office to ensure that deliveries are completed in a timely manner.

Maintain appearance of front office/reception area for client readiness.

Responsible for maintaining confidential firm information and attorney-client privileged materials at all times.

Employing technologies and resources appropriately.

Responsible for ensuring all known visitors are registered with building security.

Responsible for parking validations for all known visitors per firm policy.

Performs other duties as assigned.

Legal Administrative Duties

Primarily supports the Senior Paralegal and the Office Managing Member.

Assist with general administrative projects, i.e., preparing binders, exhibits, copying projects.

Assist with overflow typing.

Assist with preparing legal documents and correspondence as needed.

Assist with docket entries through Milana.

Format documents into final form, proofread, copy, scan, mail as appropriate.

File/e-file documents with courts and/or agencies.

Manage data and prepare presentations as needed.

Process attorney expenses, invoices, check requests and firm credit card expenses.

Open new client/matters.

Assist with entering time entries.

Work closely with other legal staff to ensure seamless case management and adherence to deadlines.

Scheduling conference calls, meetings, and travel.

May be responsible for performing billable work as assigned.

Performs other duties as assigned.