Administrative Coordinator Job at Ogletree Deakins in Richmond

Position Summary:

Our Richmond, VA office has the opportunity for an experienced Administrative Coordinator to join the Firms expanding practice. The Administrative Coordinator's primary responsibility is to perform, oversee and coordinate duties of Office Services team members, which includes Office Services, Copy Center and Reception personnel. On a day-to-day basis, the Administrative Coordinator generally works under the direction of the Office Administrator. This position supports the delivery of quality legal services to clients by providing Office Services and Hospitality assistance to attorneys, paralegals and secretaries, as well as clients, and by working collaboratively and cooperatively with others in a team-oriented environment. Additionally, the Administrative Coordinator is responsible for ensuring that the Copy Center/Mail Room is run efficiently by directing, controlling and prioritizing daily work flow, coordinating training and handling quality control of tasks.

Essential Functions:

• Process check requests Process and code invoices to be paiReconcile credit card charges weekly
• Review and approve expense reports
• Review and approve office supply orders
• Review and approve staff timesheets
• Enter all new hires in E-Verify system
• Coordinate secretarial assistance for attorneys when secretaries are out
• Oversee floater secretarial assignments
• Create and maintain personnel files
• Process and submit all new hire paperwork to Greenville HR
• Request Building ID Badges and enter into security system
• Coordinate office repairs with either building personnel or contractor
• Assist office administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel.

Requirements:

• Three or more years of administrative assistant experience

• Limited travel may be required

• High school diploma
• Excellent interpersonal and customer/client service skills
• Excellent communication skills, written and verbal
• Knowledge of basic legal terminology
• Ability to read, respond timely/accurately to and organize a high volume of emails
• Ability to relay information promptly and accurately
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Ability to keep work area organized and tidy
• Pleasant and clearly understandable phone voice
• Ability to sit at a desk for one or more hours at a time
• Ability to lift and carry up to 50 pounds
• Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, fax machine, presentation equipment, copier and scanner
• Proficient with Outlook, Excel, Word, PowerPoint
• Good typing speed with few errors
• Excellent proofreading skills
• Time management skills and ability to work independently as well as with a team
• Regular, predictable and punctual attendance

Benefits:

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.

Firm Overview:

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firms Client Pledge, is one of the firms top priorities and a cornerstone of its core values. Best Law Firms has named Ogletree Deakins a Law Firm of the Year for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its Law Firm of the Year in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 56 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer.