Administrative Project Coordinator

Administrative Project Coordinator

Administrative Project Coordinator

Category

Administrative Support Staff

Location

New York

Employment Type

Permanent

Salary

$80000 - $100000



Job Description:

Performs assignments that are varied and complex in nature, often while under time critical deadlines.

Coordinates complex travel requests including, but not limited to, the procurement of visa-related materials and passport renewal applications.

Troubleshoots software and hardware being used by attorneys, in consultation with technology staff.

Assists with document management and records retention for administrative files.

Develops project strategies to ensure efficient completion of tasks.

Consults with the Firm's support departments and internal staff at all levels, verifying the accuracy of completed work.

Acquires and deploys an understanding of all practice areas of the Firm along with knowledge of practice-specific tasks.

Coordinates with other Firm offices, both domestic and international, as required.

Assists with Department initiatives and special projects.

Assures that all completed projects adhere to accepted professional standards.

Assists with preparing materials for presentations and conferences.

Enters attorneys' time records and submits attorneys' expense reports.

Assists with attorneys' calendaring and scheduling requests.

Assists with attorneys' administrative requests.

Performs responsibilities of other support services when needed, including printing, scanning, duplicating, quality control, faxing and hand-delivering packages.

Organizes and facilitates conference and video calls.

Answers, screens, places phone calls, and takes detailed messages.

Monitors, assigns and completes job requests received through the Supplemental Work Assistance Team service.

Assists with processing and payment of vendor invoices.

Opens, reads and routes mail, as directed.

Demonstrates strong interpersonal, written and verbal communication skills to facilitate effective work relationships with others.

Manages Firm resources responsibly.

Complies with and understands Firm operations, policies and procedures.

Prepares engagement letters and new matter memos for new clients and matters.

Assists with new-business conflicts process.

Assists in promoting business development, entering contacts and business activities in InterAction and coordinating with Marketing department as required.

Coordinates with Conference Services for internal and client meeting requests, including but not limited to audio-visual, catering services and external vendors.

Coordinates client-related business meals and maintains up-to-date knowledge of Firm- and attorney-preferred restaurants.

Receives and interacts with incoming clients and visitors.

Performs other related duties, as assigned.


Job Requirements:

Bachelor's Degree

Minimum one year of related experience in a law or professional services firm

Qualifications

Proficiency in a second language (French, Spanish, Portuguese) preferred but not required

Notary license preferred but not required

Proficiency with Microsoft Excel, Word, and PowerPoint

Demonstrates effective interpersonal and communication skills, both verbally and in writing

Ability to work independently

Ability to handle sensitive matters and maintain confidentiality

Demonstrates close attention to detail

Ability to meet deadlines

Ability to handle multiple projects and shifting priorities

Ability to organize and prioritize work

Ability to work well in a demanding and fast-paced environment

Ability to work well independently as well as effectively within a team

Flexibility to adjust hours and work the hours necessary to meet operating and business needs