Office Coordinator

Now seeking a Legal Office Coordinator to join our nationwide law firm and take on a key role in our Philadelphia office. This position is pivotal in ensuring smooth daily operations while providing vital support to our legal team. In a fast-paced, collaborative environment, the ideal candidate will oversee office logistics, support legal processes, and handle sensitive materials with strict confidentiality.

This role involves a diverse range of responsibilities, such as coordinating office facilities and supplies, managing onboarding and offboarding processes, and drafting, proofreading, and organizing legal documents.

The ideal candidate will act as a central point of connection between attorneys, clients, and internal departments, driving operational efficiency and contributing to the office’s overall success. This individual should demonstrate adaptability, attention to detail, and excellent organizational skills to manage essential tasks that ensure the seamless functioning of the office. With a proactive approach and problem-solving mindset, the right candidate will thrive in a dynamic environment where priorities can shift, and no two days are the same.

KEY RESPONSIBILITIES:

• Oversee facilities, supplies, and daily office operations. Serve as the primary liaison with building management.
• Collaborate with HR, IT, and other teams to ensure smooth transitions for team members.
• Leverage firm technology to streamline legal and administrative processes; assist legal staff with technology needs.
• Draft, proofread, and format correspondence, memos, and legal documents to meet firm and legal standards.
• Prepare filings and related legal tasks. Manage both legal and administrative processes efficiently.
• Coordinate travel, including booking transportation, arranging lodging, and preparing itineraries and expense reports.
• Communicate with clients, manage client requests, and maintain scheduling of meetings, appointments, and deadlines.
• Compile research and data, prepare expense requests, and maintain strong relationships with internal teams.

QUALIFICATIONS & REQUIREMENTS:

• High School Diploma required; college degree preferred
• At least 5 years of experience in a legal support or similar role, including a minimum of 3 years in a managerial position or overseeing office operations.
• Strong written and verbal communication skills.
• Proven ability to handle complex tasks with accuracy and precision.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and ability to learn firm-specific tools.
• High level of discretion in handling sensitive information.
• Strong interpersonal skills for interaction with clients and internal teams.

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Legal administrative: 5 years (Required)
• Office management: 3 years (Required)

Ability to Commute:

• Philadelphia, PA 19103 (Required)

Ability to Relocate:

• Philadelphia, PA 19103: Relocate before starting work (Required)

Work Location: In person

Salary : $75,000 - $85,000