Office Coordinator Legal Secretary

Office Coordinator/Legal Secretary

THE OPPORTUNITY

We are looking for a talented Office Coordinator/ Legal Secretary to work a hybrid schedule for our Washington, DC office. Our range of experience enables us to bring efficient and practical solutions to today's labor and employment law problems.

In this role, the Office Coordinator will work under the direction of the Office Manager to support the delivery of high quality legal services to its clients by providing secretarial and administrative support to attorneys, while working collaboratively and cooperatively with others in a team-oriented environment. This position also provides administrative support to the office management function.

POSITION RESPONSIBILITIES/OFFICE COORDINATOR

• Coordinates with building management on day-to-day issues such as building security, HVAC, emergency preparedness and general tenant issues.
• Coordinates the purchase of routine office supplies and concessions with approved vendors.
• Coordinates daily mail sorting - both incoming and outgoing; arranges for courier and/or messenger pickups and deliveries, as needed.
• Works collaboratively with the IT team to resolve technical issues that may occur in the office.
• Maintains schedule and sets up conference rooms and visitor offices; manage catering requests for client and other meetings.
• Assists with organizing coverage for scheduled and unscheduled staff absences.
• Assists with trade show planning and logistics; provides general assistance with business development activities.
• Assists with onboarding and integration of new staff and attorneys.
• Updates office procedure manual as required.
• Additional office administrative duties as assigned.

POSITION RESPONSIBILITIES/LEGAL SECRETARY

• Drafts and formats correspondence, briefs and other legal documents.
• Reviews and ensure accuracy of vendor invoices; timely submittal of invoices and check requests.
• Accurately enters, reviews and revises timesheets.
• Files court documents accurately and timely, following federal, state and judge specific requirements.
• Proofreads all documents to ensure accuracy and completeness.
• Maintains and follows-up on attorney client deadlines and calendars appointments through the electronic calendaring and docketing systems.
• Maintains updated client files, including paper-based and electronic files; complies with office policies regarding file management and recordkeeping.
• Participates in the timely review and submission of pre-bills and/or client bills.
• Organizes travel for assigned attorneys and completes expense reimbursements in a timely manner.
• Additional legal secretarial duties as assigned.

REQUIREMENTS

• 3 years of experience as a legal secretary and 5 years of experience in a legal or professional services firm.
• Advanced working knowledge of Word, Excel, PowerPoint and Outlook 2010 or above.
• Ability to develop, implement and maintain systems to promote organization and efficiency.
• Ability to apply and/or communicate knowledge of client-specific billing guidelines and restrictions.
• Ability to adapt to fluctuations in workload and changes in responsibilities.
• Working knowledge of court e-Filing requirements (e.g., Pacer, ECF).
• Working knowledge of general accounting procedures.
• Demonstrates strategic thinking, problem solving and decision-making skills.
• Excellent verbal and written communication skills.
• Attendance & Punctuality: Consistently arrives at work and to meetings on time and prepared.
• Customer Service: Responds promptly to attorney and client requests for service and assistance.
• Dependability: Results-oriented, commits to the hours necessary to complete assignments.
• Professionalism: Approaches others in a tactful and respectful manner; reacts well under pressure.
• Team Work: Contributes to building a positive team spirit; supports everyone's efforts to succeed; maintains a positive "can do" attitude.

WHAT WE PROVIDE

A comprehensive benefits package for eligible staff that includes medical, dental, and vision benefits, paid time off, paid holidays, 401(k) and profit sharing, life insurance, long-term disability, and an employee assistance program. We also offer optional benefits such as critical care, accident and hospital indemnity insurance, a student loan refinancing program, life insurance for dependents, and pet insurance.

Job Type: Full-time

Salary: $65,000.00 - $80,000.00 per year

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Profit sharing

Schedule:

• Day shift