Administrative Coordinator
LOCATION: Washington, DC
THE ORGANIZATION: Top Multinational U.S. Based Law Firm
COMPENSATION: Competitive base salary up to $65K,commensurate with experience and Well Paid Overtime, Plus Bonus. All Medical, Dental Vision Coverage; Generous Paid Time Off; 401K w/match; Transit; All firm Amenities and additional benefits discussed in your welcome package during onboarding.
SUMMARY: The Administrative Coordinator provides high-quality administrative and concierge support to the firm's clients, attorneys, and professional staff in the DC office of a major law firm. Must have the confidence and technical skills to provide support in a fast-paced corporate environment.
KEY RESPONSIBILITIES:
- Answer telephone calls; retrieve and forward messages
- Greet and direct visitors
- Maintain conference room scheduling calendar
- Reconcile firm invoices, expenses, and check requests
- Enter firm financial documents into the firm's internal system and coordinate with the accounting team for any discrepancies
- Update telephone directories and employee contact information on multiple platforms
- Liaise with vendors and building management regarding deliveries and maintenance issues
- Coordinate catering, conference rooms, and various meeting details needed for firm events
- Maintain building security by updating guest logs and parking vouchers
- Provide administrative support to the firm’s attorneys and their clients: time entry, calendaring, document management, and conference services
- Interface with visiting attorneys and clients by providing high-quality concierge services including travel arrangements, dining services, car services, courier, and document support
- Schedule and coordinate meetings, write emails and correspondence, and create charts, graphs, etc. for various projects
- Scan, duplicate, and proofread documents as needed
- Communicate effectively on busy, multiple telephone lines
- Responds to emails and routes messages to the appropriate personnel
- Arrange logistical support for in-house and virtual meeting/events (conference rooms, scheduling, AV requests, and calendar invites)
- Sets up and maintains administrative files and records
REQUIREMENTS:
- High School Diploma or related experience
- 1-2+ years of reception, administrative, or customer service experience in a fast-paced law firm or corporate environment
- Excellent written and verbal communication skills
- Professional demeanor and appearance at all times
- Ability to remain calm and diplomatic in fast-paced, stressful situations
- Microsoft Office proficiency (Outlook, Word, Excel)
- Experience with Adobe Acrobat, Internet, and Intranet
- Strong customer service skills
