Office Coordinator
General Purpose:
The Office Coordinator is responsible for administrative office tasks and the general oversight of all office support services.
Essential Duties/
Responsibilities:
Responsible for escalating employee/manager and office HR issues and concerns to appropriate Human Resources Manager.
Assist HR with new hire on-boarding as requested, including ensuring new hires attend online orientation, provide a tour of the office and verify I-9 documents.
With the Administrative Partner, HR, and the appropriate administrative managers, may plan and administer the expense, disbursement and capital budgets for the office support functions.
May review and interpret the office's financial reports and provide backup for finance duties when needed.
In coordination with Financial Services, may assist with or backup the accounting, billing and collections functions:
reviewing expense reports, coordinating or assisting with check request processes, coding and input of invoices, entering disbursements, preparing client bills, monitoring accounts receivable, monitoring cash flow, collecting past due accounts and maintaining firm bank accounts and client trust accounts.
In coordination with and assisted by Technology Services and Training, performs functions related to the computer network, hardware and software, including conference room set-up and individual user assistance.
With the Administrative Partner, HR, and/or Office Services, acts as liaison with the landlord on tenant matters.
Assists with developing knowledge of and maintaining contacts with entities in the commercial marketplace for the securing of equipment, supplies and services.
May partner with office and firm members to evaluate and make recommendations on equipment, furniture and other office items available for purchase, rent or lease, as requested.
Works on or may oversee operations (as applicable) for the following areas in the regional office:
mail services internal and external messengers telephone/facsimile/telecommunications reception central files purchasing/supplies maintenance/housekeeping/security copy operations space utilization/office moves furniture and equipment conference facilities library word processing As requested, coordinates or assists with the location's social and business events and meetings.
May, in coordination with the Administrative Partner and the Client Services department, assist with any or all business development and practice development activities, including coordinating business development and community relations events, monitoring charitable contributions, monitoring professional and nonprofessional memberships.
May assist with all in-office tasks/requests, projects, overflow work, administrative work and other duties as needed (i.
e.
, copying, scanning, filing, preparation of binders, document organization, etc.
) to support and aid in the workloads of timekeepers, legal assistants, legal specialists, and other colleagues throughout the firm.
May coordinate or perform the client screening function, tracking or filing status, and other administrative legal activities as necessary.
Assists with office space planning and the management of facilities projects as necessary.
In partnership with the travel vendor, may effectively schedule and manage travel arrangements as requested.
Performs other duties as assigned.
Competencies:
Job Knowledge & Technical Skill:
Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
Communication:
Understands the importance of and demonstrates verbal, written, and non-verbal communications.
Team Player:
Works within team and cross-functionally to meet required results.
Customer/Client
Experience:
Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
Supervisory Duties (if applicable):
As assigned, may supervise administrative staff in the office location.
May act as liaison to legal assistants and other staff.
Coordinates coverage as necessary and oversees workflow.
Job Qualifications (Education, Experience and Certification):
High school diploma and 3 plus years of experience in office administration, preferably in Professional Services/Law Firm.
Requires strong computer skills and ability to troubleshoot software and hardware problems.
Requires ability to solve problems and make sound judgments, including when to escalate issues and concerns.
Requires ability to operate independently to accomplish assigned responsibilities.
Must be able to effectively prioritize and manage multiple functions.
Requires high level of oral and written communication and interpersonal skills to interact effectively with others at all levels.
Requires ability to influence and coordinate efforts of others while maintaining effective working relationships.
This includes supporting and advocating for firm initiatives.
Requires ability to keep information confidential.
This includes but is not limited to client names, personal information about employees/partners, financial data and business practices.
Exceptional organizational skills required.
Knowledge of accounting practices preferred.
Work Schedule:
This position is 37.
5 hours per week Monday-Friday.
Physical Requirements:
While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.
The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment:
Professional office atmosphere.
Sedentary work that primarily involves sitting or standing for prolonged periods.
Position may require occasional off-hour meetings and events.
The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Note:
This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.
However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
A discretionary bonus may be available based upon performance.
Holland & Hart works hard to promote work/life balance with a 37.
5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.
Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.
Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.
In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.
Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.
Recommended Skills Accounts Payable Administration Billing Business Development Business Ethics Communication Estimated Salary: $20 to $28 per hour based on qualifications.
The Office Coordinator is responsible for administrative office tasks and the general oversight of all office support services.
Essential Duties/
Responsibilities:
Responsible for escalating employee/manager and office HR issues and concerns to appropriate Human Resources Manager.
Assist HR with new hire on-boarding as requested, including ensuring new hires attend online orientation, provide a tour of the office and verify I-9 documents.
With the Administrative Partner, HR, and the appropriate administrative managers, may plan and administer the expense, disbursement and capital budgets for the office support functions.
May review and interpret the office's financial reports and provide backup for finance duties when needed.
In coordination with Financial Services, may assist with or backup the accounting, billing and collections functions:
reviewing expense reports, coordinating or assisting with check request processes, coding and input of invoices, entering disbursements, preparing client bills, monitoring accounts receivable, monitoring cash flow, collecting past due accounts and maintaining firm bank accounts and client trust accounts.
In coordination with and assisted by Technology Services and Training, performs functions related to the computer network, hardware and software, including conference room set-up and individual user assistance.
With the Administrative Partner, HR, and/or Office Services, acts as liaison with the landlord on tenant matters.
Assists with developing knowledge of and maintaining contacts with entities in the commercial marketplace for the securing of equipment, supplies and services.
May partner with office and firm members to evaluate and make recommendations on equipment, furniture and other office items available for purchase, rent or lease, as requested.
Works on or may oversee operations (as applicable) for the following areas in the regional office:
mail services internal and external messengers telephone/facsimile/telecommunications reception central files purchasing/supplies maintenance/housekeeping/security copy operations space utilization/office moves furniture and equipment conference facilities library word processing As requested, coordinates or assists with the location's social and business events and meetings.
May, in coordination with the Administrative Partner and the Client Services department, assist with any or all business development and practice development activities, including coordinating business development and community relations events, monitoring charitable contributions, monitoring professional and nonprofessional memberships.
May assist with all in-office tasks/requests, projects, overflow work, administrative work and other duties as needed (i.
e.
, copying, scanning, filing, preparation of binders, document organization, etc.
) to support and aid in the workloads of timekeepers, legal assistants, legal specialists, and other colleagues throughout the firm.
May coordinate or perform the client screening function, tracking or filing status, and other administrative legal activities as necessary.
Assists with office space planning and the management of facilities projects as necessary.
In partnership with the travel vendor, may effectively schedule and manage travel arrangements as requested.
Performs other duties as assigned.
Competencies:
Job Knowledge & Technical Skill:
Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
Communication:
Understands the importance of and demonstrates verbal, written, and non-verbal communications.
Team Player:
Works within team and cross-functionally to meet required results.
Customer/Client
Experience:
Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
Supervisory Duties (if applicable):
As assigned, may supervise administrative staff in the office location.
May act as liaison to legal assistants and other staff.
Coordinates coverage as necessary and oversees workflow.
Job Qualifications (Education, Experience and Certification):
High school diploma and 3 plus years of experience in office administration, preferably in Professional Services/Law Firm.
Requires strong computer skills and ability to troubleshoot software and hardware problems.
Requires ability to solve problems and make sound judgments, including when to escalate issues and concerns.
Requires ability to operate independently to accomplish assigned responsibilities.
Must be able to effectively prioritize and manage multiple functions.
Requires high level of oral and written communication and interpersonal skills to interact effectively with others at all levels.
Requires ability to influence and coordinate efforts of others while maintaining effective working relationships.
This includes supporting and advocating for firm initiatives.
Requires ability to keep information confidential.
This includes but is not limited to client names, personal information about employees/partners, financial data and business practices.
Exceptional organizational skills required.
Knowledge of accounting practices preferred.
Work Schedule:
This position is 37.
5 hours per week Monday-Friday.
Physical Requirements:
While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.
The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment:
Professional office atmosphere.
Sedentary work that primarily involves sitting or standing for prolonged periods.
Position may require occasional off-hour meetings and events.
The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Note:
This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.
However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
A discretionary bonus may be available based upon performance.
Holland & Hart works hard to promote work/life balance with a 37.
5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.
Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.
Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.
In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.
Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.
Recommended Skills Accounts Payable Administration Billing Business Development Business Ethics Communication Estimated Salary: $20 to $28 per hour based on qualifications.
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