Office Coordinator

Description

JOB TITLE: Office Coordinator 

JOB TYPE: Full Time 

FLSA STATUS: Non-Exempt 

SUPERVISOR: Office Administrator 

SUMMARY:  Zelle LLP, is an international litigation law firm, with offices across the United States and in London. We specialize in complex and challenging insurance disputes and litigation matters for a broad range of clients. We are not your typical law firm. Our commitment to building community, culture, diversity, focusing on shared financial rewards, and career growth are the core values that make Zelle a different kind of firm. 

Zelle LLP is seeking a highly organized and proactive Office Coordinator to support the day-to-day operations of the Dallas office. This role is essential to ensuring a professional, welcoming, and efficient work environment for attorneys, staff, and clients.
 

The ideal candidate will serve as the first point of contact for visitors while also supporting administrative and operational functions that keep the office running smoothly. This position requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential job duties must be performed unassisted or with some reasonable accommodation made by the employer.
 

The following responsibilities will be required in the Office Coordinator position: 

• Warmly greet all incoming staff, attorneys, and guests into the office, ensuring that any inquiries or questions are addressed or routed appropriately. 
• Field all incoming guests to the appropriate conference rooms or offices and notify the corresponding attorney. 
• Maintain and prepare a polished appearance in all conference rooms - stocked supplies, technology is ready for use, clean furniture, catering set-up, etc. 
• Conduct a daily/weekly inventory of all office supplies and manage breakroom stock daily - order as necessary. 
• Coordinate and communicate with all vendors – maintenance technicians, snack supply services, delivery services, first aid, etc.  
• Oversee the conference room calendars – adding/removing events upon request, confirm availability, ensure no overlapping.  
• Schedule all catering orders for office meetings – adhering to any dietary restrictions – and physically set up the order at the appropriate time. 
• Maintain the file room in its entirety – label files in red ropes/folders, maintain accurate numerical order of file room, add/remove files as requested.  
• Validate parking and valet for the appropriate guests.  
• Word processing documents in support of the Dallas Legal Administrative Assistant team as requested. 
• Support projects as requested by the Office Administrator during times when immediate service to office guests is not needed.

REQUIREMENTS:

1. In office five days a week, 8:30am to 5pm  
2. High school diploma or equivalent. 
3. Previous work experience in a professional environment. 
4. PC proficiency using Outlook, Windows, Microsoft Word & Excel. 
5. Provides friendly and fast support to guests, attorneys, and staff by listening closely to the details and moving quickly to resolve their questions.  
6. Exceptional organizational skills and attention to detail. 
7. Ability to prioritize tasks and be self-motivated. 
8. Good writing, math, and analytical skills. 
9. Interpersonal skills necessary to communicate effectively with a diverse group of attorneys, staff and outside service providers, and provide information with professional courtesy and tact. 
10. Effective team member who displays initiative, acts with integrity, and maintains confidentiality appropriately. 
11. Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position; may require irregular and overtime hours. 

The above is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.     

BENEFITS: 

Medical, Dental & Vision Insurance 

401(k) Plan Employer Match/Profit Sharing 

Firm Paid Life Insurance 

Accident Insurance 

Legal/Identity Theft Plans 

HSA/FSA for eligible plans 

Paid Time Off (PTO) 

Paid Holidays