Administrative Coordinator

Holland & Knight LLP; Miami (FL); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401(k) and Profit Sharing

Paid Holidays & PTO

Job summary

Holland & Knight LLP in Miami is seeking an Administrative Coordinator to support daily operations across HR, Safety, Facilities and Accounting. You will report to the Office Administrator and help manage staff assignments, budgets, events, and office policies.

The role requires a bachelor’s degree and 3+ years in a similar capacity, with strong communication, organization, and confidentiality. Proficiency in Microsoft Office is essential, and a collaborative, team-oriented approach is valued.

Qualifications

• Bachelor’s degree required
• 3+ years of experience in a similar capacity
• Basic/intermediate knowledge of employment laws and HR management

Responsibilities

• Provide day-to-day support of administrative operations including HR, Safety, Facilities and Accounting
• Coordinate attorney/secretarial assignments and staff time-off requests, ensuring coverage across departments
• Perform HR functions: create job requisitions, conduct staff interviews, process candidates, and schedule orientation; assist with performance counseling and HRIS data maintenance
• Support initiatives for firm and office employees, and assist in planning office events
• Assist in implementing and enforcing firm policies and monitoring office budgets and expenses
• Communicate with building management on security, safety, and maintenance; coordinate with the Office Administrator and Real Estate Director
• Assist in coordinating office relocations and maintain a regular, predictable work schedule
• Handle special projects as assigned

Skills

Interpersonal communication

Organization and time management

Independent work

Confidential information handling

Team collaboration

Microsoft Office / Microsoft 365

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position is based in our Miami Office.

General Description

The Administrative Coordinator will provide day-to-day support of administrative operations, including HR, Safety, Facilities and Accounting and Budgeting. This position reports to the Office Administrator.

Key Responsibilities And Essential Job Functions

• Develops and maintains a strong understanding of firm, local office, or departmental administrative operations.
• Assist with the coordination of attorney/secretarial assignments. Coordinate support staff requests for time off and assure adequate coverage for all administrative departments.
• Perform human resources functions such as creating job requisitions, conducting staff candidate interviews, processing candidates, and creating orientation schedules. Asist with conducting performance counseling. Monitor and maintain HRIS data and personnel files. Participate in staff evaluation process including review of evaluations for content, coordination of evaluations for meetings and assist in meetings when required. Maintain knowledge of firm benefits.
• Support firm and office employee and service initiatives and functions.
• Assist in planning office events: Staff Appreciation Events, Corporate Run, Summer Associate Events, 9-11 Day of Service, Thanksgiving Luncheon and Annual Holiday Party.
• Assist in implementation and enforcement of firm policies.
• Assist in monitoring and controlling expense budget, including review, submission, and approval of certain office overhead expenses.
• Communicate with building management and office regarding building security, employee safety, and facility maintenance requirements. Coordinate with Office Administrator and firm Director of Real Estate.
• Assist in coordinating office relocations.
• Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
• Special projects and duties as assigned.

Required Skills

• Excellent interpersonal and communication skills
• Excellent organization, time management, problem solving, and analytical skills.
• Ability to prioritize work and to work independently.
• Sound judgment and ability to respect, protect, and maintain highly confidential and sensitive information.
• Must work well in team environment and maintain a positive team atmosphere.
• Knowledge or ability to learn Microsoft Office Suite, or Microsoft 365.

Required Qualifications & Education

• Bachelor’s degree.
• 3+ years of experience in similar capacity.
• Basic/intermediate knowledge of employment laws and Human Resource management.

Preferred Qualifications & Education

• Continued education in human resources and/or operations and management a plus.

Physical Requirements

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage.

Benefits

Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

• comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.