Office Coordinator

The Office Coordinator is responsible for ensuring efficient office operations and the highest quality of administrative support and resources to lawyers and business services professionals in a professional and cost-effective manner. This role encompasses responsibilities across multiple California offices. This is a hybrid role requiring in office attendance at least 3 days a week.

Job Description

ESSENTIAL JOB FUNCTIONS:

General Office Management

• Work with the Office Managing Partner on planning and organizing all office operations.
• Collaborate with the U.S. business services professionals for HR, IT, Finance, Facilities, and Marketing to ensure operations align with firm strategy.
• Interact and negotiate with vendors in cooperation with the global procurement team.
• Ensure Partners and Associates (and regional business services functions, where appropriate) are promptly informed of employment or service changes.
• Plan and coordinate office events, working within a predetermined budget.
• Work with firm-wide IT to ensure efficient performance and effective use of the firm’s network and telecommunications systems.
• Work with the relevant marketing and Business Development professionals to ensure up to date materials are available in the local office.
• Work collaboratively with the U.S. legal recruiting team, U.S. HR team and Global Director of Administration & Facilities in relation to the recruitment of lawyers, business services professionals and legal interns.
• Coordinate new employee on-boarding with the U.S. HR team, including delivering parts of the Firm and office orientation as required.
• Review, approve and process for payment all office-related accounts payable expenses.
• Travel is required to visit all California offices as needed.
• Perform additional duties as assigned for the efficient operation of the Department, Office and Firm.

Administrative Support

• Serve as the primary liaison for principals, managing Outlook calendars, preventing scheduling conflicts, and facilitating solutions.
• Handle written and electronic correspondence, including proofreading, organizing, and sending materials to clients.
• Answer phones, transfer calls, take messages, establish conference calls, and manage voicemail.
• Prepare new matter reports and maintain client/matter code lists.
• Utilize iManage document management system for document organization and retrieval.
• Coordinate workflow and projects with office services to ensure smooth operations.
• Act as a mentor and team leader, providing training, answering queries, and supporting departmental and firm initiatives.
• Field questions and train colleagues as an expert in the Legal Team Hub support group.
• Monitor principals’ professional development requirements and assist as needed.
• Liaise extensively with clients and principals, investigating and responding to requests appropriately.

QUALIFICATIONS:

Knowledge, Skills and Abilities

• Excellent oral and written skills in English; ability to communicate clearly and concisely.
• Knowledge of law firm business operations and best practices.
• Proficiency in MS Word, Excel, PowerPoint and Outlook required; Aderant and Carpe Diem preferred.
• Ability to develop and maintain collaborative working relationships with lawyers and staff at all levels.
• Ability to prioritize and manage own work and coordinate that of others diplomatically.
• Ability to handle sensitive and confidential management issues and information with discretion.
• Ability to assess situations, consult resources and seek guidance as needed to act in a manner consistent with the firm’s values and interests.

Education and experience

• Bachelor’s degree or equivalent experience.
• At least five years’ progressive experience in office administration.
• Experience working in a professional services or law firm environment strongly preferred.

Additional Job Description

At the time of this posting, the salary range for this position in California is $74,000.00 to $110,000.00 annually.  Actual compensation is commensurate with job related knowledge, skills, experience and location of the position.

Location(s)

San Francisco

Time Type

Full time

Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination.  The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.