Administrative Coordinator

BakerHostetler has an in-office opportunity for an Administrator Coordinator in Washington DC. This is a non-exempt position that reports to the various managers. The coordinator will perform administrative functions and tasks related to internal office communications according to established policies and procedures. The coordinator will also provide recruiting support.

The responsibilities include but are not limited to the following:

ADMINISTRATIVE

Provides administrative support to meet the needs of the Administrator which include but are not limited to the following:

• Exceptional service to attorneys and staff to assist them with their needs in the Administrators Assumes role of ambassador to help and assist attorneys and staff; utilizes such judgment to determine when Administrator needs to be interrupted or contacted if out of the office for immediate or serious situations.
• Assist with special projects and ongoing tasks such as downloading reports or preparing documents for meetings as
• Reminds the Administrator to order business cards memo pads and wall plates for new employees where applicable. Draft welcome memos.
• Update and maintain the telephone directory floor maps and related reference materials on the Intranet. Assist the receptionist with updating the office events calendar.
• Assign security key fobs to employees. Activate/deactivate security fobs as
• Provide assistance with event planning and obtaining catering proposals.

HUMAN RESOURCES

Provides administrative support to meet the needs of the Human Resources Manager which include but are not limited to the following:

• Create and maintain various human resource files such as personnel and benefits files Personnel Action Notices Personnel Utilization Forms credit card requests I-9 forms medical forms etc.
• Receive call-outs send notices and monitor leave requests. Assist Receptionist with notices and absences for the Daily Bulletin and the support staff out of office calendar.
• Assist with the processing of new recruits as well as outside resources. Enter new hires in the HR Draft and maintain schedules for orientation of new staff and attorneys.
• Assist with data entry and edits in the HRIS Systems. Prepare summary of any edits made including reasons for any overtime.
• Handle requests for verifications of employment and enters employee employment dates on DC Government PFL website.
• Update charts documents and monthly reports for the Administrator and Human Resources Manager; upload the items to NetDocs. Documents include but are not limited to timekeeper salaries timekeeper class years billing rates secretarial assignment chart leave charts tenure and personnel
• Draft documents such as Leave of Absence letters and offboarding forms.
• Update local office handbooks as needed under the guidance of the Administrator and Human Resources Manager.
• Provide assistance with event planning as well as ordering meals and supplies.

RECRUITING

Provides administrative support to meet the needs of the Recruiting Manager which include but are not limited to the following:

• Interview scheduling starting background checks and assisting with the on-campus interview (OCI) process as well as with event planning.
• Communicate with Firmwide regarding new attorney DC Bar status. Provide asterisk language to IS User Administration for attorney signature block and to Firmwide marketing for attorney bio if attorney is not yet admitted to DC Bar.
• Handle data entry in ViRecruit.

OTHER DUTIES

• At all times maintains strict confidentiality of firm and personnel
• Schedule and reserve conference rooms for meetings; send meeting invites.
• Greet and escort guests to visiting offices or management as needed or in the absence of other support personnel.
• Act as a point of contact for the Administrator and Human Resources Manager when one may be
• Process invoices and reimbursements.
• Receive and open unidentified mail from Office
• Other duties as assigned.

QUALIFICATIONS

• Associate degree in human resources business administration or a closely related field or equivalent. Three to five (3-5) years of progressive work experience in supporting administrative and human resources services activity in a law office or other professional service business.
• Advanced skills with Adobe Acrobat and the MS Office Suite with a focus on Word (using styles track changes and document comparison programs) Excel and PowerPoint.
• Interpersonal skills necessary for effective interactions with management attorneys and staff in person. Ability to provide a high level of customer service. Able to communicate clearly and effectively both verbally and in writing.
• Must be organized detailed oriented able to work independently and able to prioritize tasks and projects.
• Demonstrated ability to multi-task and to work under pressure.
• Ability to exercise discretion with confidential and sensitive information.

The expected annual salary for this position ranges from $64500 - $90500. The salary offered will be determined by a wide range of factors including but not limited to experience level education/training and relevant skills. The Firm does offer competitive benefits to include healthcare. More details are available at Experience:

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