Office Administrative Coordinator

DescriptionThis is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrative Coordinator to join our team in our New Yorkoffice. This is an essential position that will require five days in-office. This position is responsible for providing administrative support to New York Office Administrator. Primary responsibilities include accounting and administrative support, including processing invoices, typing correspondence, managing calendars and sending meeting invitations, taking meeting notes, sending reminders, keeping track of vendor documentscontracts terms, assisting with special projectsevents and tasks, and additional support as assigned.At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.On a typical day you will: Act as central communication and information hub and representative of the Office Administrator Attend various office administrative meetings and record notesminutesreminders, circulate and maintain notesminutesreminders as needed Maintain the office calendar and the Office Administrator's calendar.Creating onboarding meeting schedules of new attorneys and staff and assisting with attorney and staff departure mattersMaintain and track office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports Process office invoices (code invoices with GL or appropriate client matter number); follow up with vendors on billing errors; submit to Office Administrator as appropriate for approvalMaintain contact and records with office vendors (conduct cost comparisons as appropriate).Follow up on outstanding checks in coordination with monthly reconciliationAssist with expense report review and approval in the absence of the Office Administrator Monitor, maintain records and notify attorneys and staff of personal charges (Fed Ex, postage, etc.); track requests for payment and send payment to accounting for processingMaintain and update internal directories, floor plans and contact lists as neededAssist with planning and execution of office projects and programs, including IT rollouts, client and community service events, office special events, client meetings and professional development initiativesEngage with team members to review operational procedures, ensuring appropriate measures are taken to effectively service clients, events and meetings.Oversee the intranet calendar for multiple conference rooms and guide team members on exercising discretion when bookingcoordinating room changes. Arrange building access for guestsvendors, coordinateconfirm information technology (IT) requests, serve as advisor to event hosts on special procedures or restrictions with respect to use of conference space, etc.Prioritize and manage requests from attorneys, staff, and clients to address immediate needs, including coordinating support for tasks such as copying, faxing, scanning, transportation, and reservations.Provide additional assistance to the Office Administrator as directed.Provide backup and overflow support to the office services staff as neededProvide backup support, as needed, to the Reception deskAssist in other matters and responsibilities as assignedJoin us if you have:3+ years' experience as a Secretary or other Administrative staff member in a law firm or professional services organization requiredA high school diploma or GED certification; Associate or Bachelor's degree preferredAccounts PayableBookkeeping experience a plusDemonstrated strong word processing and computer skills with a high degree of accuracy required Proficient in using computer and standard office applications; such as, fax machines, copiers, scanners and phones, requiredStrong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferredWillingness to adapt to and learn new technology, software programs, and upgradesExcellent grammar, proofreading and organizational skills requiredWillingness to work in a team-oriented environmentAbility to proficiently speak, read and write English is requiredAble to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format, requiredHigh degree of attention to detail and confidentialityAbility to understand and follow work instructions with minimal supervisionAbility to provide status reports on assigned projects independentlyMaintain excellent attendance and timely arrivalDemonstrate flexibility and availability for overtime when requireDemonstrated excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must have good judgment and decision making skills, requiredAble to learn and manage multiple projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task andor on behalf of the team when a business crisis occurs, requiredAble to identify and respond to customerclient issuesproblems in a timely manner, and seeks feedbackfollow-up as appropriate, requiredDress appropriately for client and attorney facing support, while maintaining a professional demeanor and neat appearance is requiredAble to work extended hours or periodically change hours if needed, requiredMay be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed Who We AreDavis Wright Tremaine LLP is an AmLaw 100 law firm with 11 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client's and each lawyer's work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.What's in it For You?DWT offers competitive compensation in addition to ample benefits including but not limited to:Choice of health and vision insurance plans2 paid volunteer days for qualifying community service workDental planFertility and adoption benefitPaid sabbatical after 13 years of serviceTuition reimbursementCommuter benefitsRetirement contributionThis job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.New York The annualized salary range for this position in New York City is $69,000 to $81,000 ($37.91-$44.51 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available. Diversity, equity, and inclusion are part of the fabric of Davis Wright Tremaine - central to who we are and what we do. Our vision is to foster a culture where all talented individuals - including those who are from traditionally underrepresented communities in the legal profession - can have, and can see, a path to success. We embed DEI throughout our law firm with our four-pillar framework: Community, Growth, Education, and Engagement. We invite you to learn more about our commitment to DEI at Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected]. #LI-RK1

Created: 2025-01-10