Office Coordinator

Sodoma Law Office Coordinators are smart, highly organized, always prepared, resourceful, have excellent people skills, and a sense of humor. This position oversees the daily administrative operations of our Main office by managing office facilities, handling administrative tasks for the leadership team, as well as assigning and ensuring tasks are completed by the admin team on time. The ideal candidate must be comfortable working independently, managing competing priorities, proactive, consistent, and have a sense of urgency.

Responsibilities:

• HR Duties: Assist with recruiting and onboarding functions, including scheduling interviews, updating candidate tracking spreadsheet, informing candidates of adverse decisions, preparing onboarding materials, preparing new hire office space or workstation, etc. Assist with scheduling meetings with staff and HR manager. Assist HR Manager in the development and maintenance of an office closing rotation calendar and list of duties for all support staff.
• Administrative Team: Oversee organization, support, and communication for administrative assistants/reception; maintain a running inventory of core supplies for the practice location, regularly assess inventory levels, and order more when necessary.
• Facilities Management: Manages and maintains day-to-day operations of main office facilities; monitors the safety and cleanliness of interior and exterior areas; ensures routine maintenance and repairs are completed, as needed; schedules routine inspections and emergency repairs with outside vendors; ensures proper security measures for the workplace, including collaborating with security system vendor; prepares facilities for changing weather conditions.
• Marketing and Communications: Scan and send mail daily; Vet potential advertising partners; research pricing on materials and venues as needed; assist in planning firm-wide social events; assist with firm community service-related projects; assist with social media projects; assist with creation and distribution of monthly Sodoma Standard; other ad-hoc projects, as needed.
• Managing Principal: Check voicemail daily and communicate any messages, scan, and send mail daily; manage calendar as needed; assist in booking reservations; assist with acquiring gifts and facilitate delivery; other ad-hoc projects, as needed.
• Operations/other: Work with all departments to help identify and drive process improvement efforts, leveraging systems and tools to automate and streamline work where possible as well as creating and distributing SOP materials when necessary; Oversee and maintain the client file closing process (prepare, organize, and close case files for off-site storage); assist with planning, organization, and coordination of staff social events, quarterly leadership meetings, attorney retreats, and other staff meetings or events, as needed, to include calendaring, arranging for catering, coordinating travel arrangements, setting up event space and activities, anticipating needs, etc.; assist with case coordination process, as needed; help plan and execute employee engagement activities throughout the year.
• Reception: Back up reception desk, as necessary. Answer incoming calls and liaise with clients, referrals, vendors, and the like. Manage confidentiality forms for vendors. Open and close the office. Receive and distribute mail and packages.
• Information Technology: Serve as point of contact for employees seeking technical assistance over the phone or email. Assist with the setup of office spaces and computer systems. Troubleshooting systems when needed.

Knowledge, Skills, & Abilities:

• Customer Service: Works with clients (this includes internal and external audiences) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; is committed to providing quality service. Anticipates and meets the needs of both internal and external clients and employees. Is committed to continuous improvement.
• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, ethnicity, gender, gender identity, sexual orientation, persons who are differently-abled, and other individual differences.
• Teamwork: Encourages and facilitates cooperation, pride, and trust; fosters commitment and team spirit; works with others to achieve goals.
• Planning and Organizing: Establishes action plans for self to accomplish specific goals. Identifies need, arranges for, and obtains resources needed to accomplish own goals and objectives. Develops and uses tracking systems for monitoring own work progress. Effectively uses resources such as time and information. Is thorough when performing work and conscientious about attending to detail.
• Communication: Clearly and concisely presents and expresses ideas and information appropriate to the audience, orally and in writing. Listens actively to what others are saying to achieve understanding. Shares information with others and facilitates the open exchange of ideas and information; is open, honest, and straightforward with others.
• Problem Solving: Identifies existing and potential problems or issues. Obtains relevant information about the problem or issue, including recognizing whether more information is needed. Objectively evaluates relevant information about the problem or issue. Identifies the specific cause of the problem or issue. Develops recommendations and evaluates alternative course of action, selects courses of action, and follows up.
• Leadership: Influences, motivates, and challenges others; adapts leadership styles to a variety of situations.
• Ability to function well in a high-paced and, at times, stressful environment.
• Computer skills: Must be adept in Microsoft Office365 applications, particularly Excel, Word, and Outlook.
• Fluency in Spanish is a plus.

Education and Experience:

• High school diploma or equivalent.
• At least two years related experience required.
• Notary Public desired but not necessary.

Physical Requirements:

• Frequently remains in a stationary position, often standing or sitting for prolonged periods.
• Frequently makes substantial repetitive movements (motions) of the wrists, hands, and/or fingers.
• Frequently moves and raises materials (e.g., office supplies) weighing up to 20 pounds.
• Frequently communicates with the public (e.g., potential clients, job candidates, vendors) via phone, email, and in-person, as well as colleagues, on assigned tasks and projects. Must be able to exchange accurate information in these situations.
• Frequently assesses the accuracy, neatness, and thoroughness of the work assigned.

Sodoma Law provides equal employment opportunities to all employees and applicants for employment without regard to race, ethnicity, color, religion, sex, gender identity, national origin, age, disability, or genetics. In addition to federal law requirements, Sodoma Law complies with applicable state and local laws governing nondiscrimination in employment in every location in which the firm has offices. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, compensation, and training.