Job Description

Job Description

Job Description

The Office Coordinator greets guests and clients visiting the office while adhering to office security protocols. The Office Coordinator is responsible for the daily administration of the office equipment, recordkeeping, facilities, and the out of office calendar. This position reports directly to the shareholder in charge of the Harrisburg office and Human Resources.

• Maintain the reception area and greet visitors. Notify the appropriate personnel of their arrival.
• Forward voicemails and emails to the appropriate attorney or support staff personnel.
• Ensure lunchroom and conference room supplies are replenished and well maintained.
• Contact building maintenance with issues or requests.
• Coordinate with the Office Services Manager and the Chief Operating Officer on office moves, tenant processes, and evaluation of office equipment and furniture.
• Responsible for receiving daily mail and preparation of outgoing mailings.
• Oversee maintenance of conference room conferencing equipment to ensure updates occur regularly. Report any issues to Information Technology.
• Send monthly accounting information on banking, escrow ledger, petty cash, and expense reports to Finance.
• Oversee the monthly distribution of attorney bill memos and submit it to the billing department.
• Ensure all office equipment is maintained regularly. Follow-up with information technology on any issues and schedule repairs as necessary.
• Report postage records to Accounting for the postage meter. Reload when funds are low.
• Arrange luncheons for staff meetings and employee events. Assist Human Resources with the coordination of employee events.
• Assist Human Resources and Information Technology with the onboarding of new hires in the office.
• Manage the file room and library records and resources. Responsible for the decisions to destroy or maintain closed files and the retrieval of files stored offsite.
• Cover overflow responsibilities of legal support staff when needed.

REQUIRED QUALIFICATIONS:

• Strong proficiency in Microsoft Office Suite.
• Organization and attention to detail.
• Ability to follow office safety and compliance protocols.

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