Office Coordinator

Position Summary:
 
Jacobsen Orr Law Firm has created a new administrative position to assist the Firm in its continued growth. The Office Coordinator is expected to oversee various committees for the Firm, personnel related matters, and daily operations.  Because this is a new role, job duties may evolve, but there are many opportunities available.  Work days and hours are flexible, for the right individual, on a full or part-time basis. The Office Coordinator reports directly to the Firm Administrator, and as necessary, the Shareholders.
 
Essential Functions and Responsibilities:
 

1. Committee Functions
   1. Plan, prepare for, facilitate discussion, and complete tasks as directed by the Firm’s committees, including Recruiting, Marketing, Facilities, Technology, Finance, and Social Committees.  This would include identifying topics to address, scheduling meetings, preparing agendas, drafting minutes, gathering necessary documents/compiling summaries, and coordinating with necessary individuals to accomplish various tasks and goals set by each Committee. Tasks may include, but are not limited to, the following:
      1. Recruiting Committee – sign up for and schedule on-campus interviews to assist the Firm in law clerk and attorney hires; review resumes; gather background information; review and summarize applicants for attorney review; participate in interviews; and strategize how to hire energetic and qualified persons across all levels, including Attorneys, Support Staff, and Paralegals.
      2. Marketing Committee – coordinate with Firm’s outside marketing professional to ensure branding, website, and social media are current and align with the Firm’s core values; compile internal data regarding new files and client acquisition for reporting to the Firm on a biannual basis; oversee marketing materials and supplies to ensure proper stock for Firm’s needs; and assist attorneys and staff when the Firm attends outside events, such as speaking events.
      3. Facilities Committee – be the point of contact and facilitator for various building and ground related issues.
      4. Technology Committee – stay abreast of technology software for renewals or potential upgrades; work with attorneys and outside vendors to manage internal data storage and protection.
      5. Finance Committee – compile financial information and summarize as directed by the Shareholders.
      6. Social Committee – assist in all Firm social events, such as the Annual Golf Outing, Christmas Party, and Administrative Appreciate Day; work with outside vendors for reservations and catering; strategize, plan for, and organize business events to support and grow Firm’s culture and client base.
2. Personnel

 

1. Assist in the acquisition of new hires, including screening applications, interviews, and hiring; oversee onboarding and training processes developed by the Firm for new Support Staff and Paralegal hires.  
2. Conduct periodic job review of Support Staff and Paralegals to determine whether office needs are being met.

1. Daily Operations

 

1. Oversee general office operations, including Support Staff and Paralegals, to ensure the Firm is run in a professional manner and in compliance with Firm policies, goals, and core values.
2. Direct supervision of the Firm’s runner(s) in his/her daily tasks.
3. Other office tasks as assigned by Firm Administrator.

Skill and Educational Requirements:
 

1. Bachelor’s Degree in a related business field and/or qualified prior experience (prior legal experience not required).
2. Leadership qualities that inspire and motivate others to take collective action, consistent with the Firm’s expectations and goals;
3. Charismatic and enthusiastic attitude, with a strong sense of what motivates individuals.
4. Excellent verbal and written communication skills.
5. Resourcefulness and ability to work independently and with others.
6. Excellent organization skills with ability manage multiple tasks.
7. Attention to detail and ability to creatively problem solve.
8. Ability to maintain confidentiality and use discretion and tact.
9. Proficiency with Outlook, Microsoft Office, Excel, and related programs.

 
Work Schedule and Conditions:
 
The Firm is willing to be flexible with work hours and days for the right individual.  This position may be full or part-time. 
Normal, full-time working days and hours are Monday through Friday from 8:30 a.m. to 5:00 p.m. The vast majority of the hours will be spent in a professional office environment.