Office Coordinator

Essential Duties

Assist attorneys and appropriate professional staff with day-to-day operational needs.

Accounting:

• Assist with submitting invoices and expenses through Chrome River.

Administrative Services:

• Perform tasks in administrative services areas, including receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations.

• Coordinate arrangements for office functions and client and firm-related meetings.

• Manage office mailings and postage balance and order supplies as needed.

• Maintain and set-up conference rooms and other equipment, (scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately.

• Maintain office extension list, office map and Office Administrative Manual.

• Forward Building Updates from Building Management to office personnel.

Attorney Recruiting:

• Assist OA/OS in coordinating Attorney Integration efforts for the office.

Business Development:

• Assist with tables for sponsored BD events.

Facilities:

• Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, etc.

• Prepare offices and workstations for new hires and assist with inter-office moves.

• Work with the OA/OS to maintain ongoing relations with building management.

• Coordinate light bulb replacement and other office maintenance with building management.

• Maintain and assign security access/parking cards.

• Coordinate recycling program with vendor.

• Oversee on-site fitness center memberships, if applicable.

• Monitor parking contract per lease agreement.

• Handle building and suite security issues.

• Assist with coordination of office space within our suite.

Human Resources/Benefits:

•  Assist with gathering of new hire paperwork process and coordinate on boarding process under the direction of the OA/OS.

• Coordinate welcome events for new employees under the direction of the OA/OS.

• Coordinate monthly birthday celebrations under the direction of the OA/OS.

• Coordinate periodic workstation evaluations under the direction of the OA/OS.

• Assist with coordinating annual flu shots and other initiatives under the direction of the OA/OS.

• Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.).

• Assist with coordinating information for the office information for the Firm newsletter.

Information Systems and Training:

• Assist IT with office computer issues as needed.

• Assist with maintaining an inventory of laptop computers for conference center use and checkout.

Other Duties

• Coordinate events for various charities (i.e. United Way, Food Bank etc.).

• Coordinate annual emergency response training for employees under the direction of the OA/OS.

• Perform other related duties as needed or assigned.

Reporting Relationship

The Office Coordinator reports directly to the assigned OA/OS.

Qualifications

Knowledge/Experience

The Office Coordinator should have two to three years administrative law firm or professional services experience preferred.

Skills

Position requires flexibility, creativity, organizational ability, sensitivity to peoples’ needs, and excellent listening skills. Ability to communicate appropriately (verbal and written).    Must model the Firm’s culture and vision.  Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.

Education

Bachelor’s degree, or equivalent work experience. 

Physical Demands:

Must be able to move around the office up to 45% of the time to make copies, fax, file, etc. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office Environment.  Travel may be required.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s San Antonio office sits on the famed Paseo del Rio (Riverwalk) in the heart of downtown, where our lawyers handle complex corporate, capital formation, energy, labor and employment, real estate, water law, intellectual property and litigation matters for our clients. Our lawyers are recognized in the Texas Super Lawyers directory (Thomson Reuters); Best Lawyers (Woodward/White, Inc.); and the Chambers USA legal directory (Chambers & Partners). Our lawyers are also committed to giving back through leadership, participation and financial support of civic and charitable organizations. Our lawyers serve as past and current chairs of local Chambers of Commerce and related committees, board members of numerous charitable and civic organizations, and past bar section presidents. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.