Administrative Coordinator

Maron Marvel; Philadelphia (Philadelphia County); Hybrid; USD 38,000 - 62,000; Full time

Job summary

Maron Marvel is seeking a highly organized Administrative Coordinator to support daily operations in our Philadelphia office. This hybrid role requires in-office presence three days per week and offers opportunities to coordinate meetings, vendor relations, and office events while maintaining a professional, client-focused environment.

The ideal candidate has strong organizational and communication skills, experience in office administration, and proficiency with Microsoft Office 365.

Qualifications

• Experience in office administration or coordination, preferably in professional services.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to manage confidential information and adapt to changing priorities.

Responsibilities

• Coordinate daily office operations to ensure efficiency and continuity of support.
• Facilitate staff meetings and communications to address operational needs.
• Serve as liaison with building management and vendors for maintenance and services.
• Oversee shared spaces, conference rooms, kitchens, and copier areas.
• Coordinate building access, security badges, visitor procedures, and seating arrangements.
• Manage office supplies and snack program per firm guidelines.

Skills

Office administration

Office coordination

Communication

Microsoft Office 365

Tools

Microsoft Office 365

Job description

Maron Marvel's devoted attorneys and staff work in synchrony to climb higher, smarter, and faster to elevate national litigation risk management. Our lawyers are focused on winning by being fearless, loyal, efficient, and steadfast. We are equally committed to making the world and legal profession better through dedicated DEI, community service, and attorney development work.

From the start, Maron Marvel attorneys had a passion for superior work product, a distinctive culture rooted in mass tort litigation, and an obsession with exceptional client service. Today, with over 100 attorneys in 14 offices in 12 states, Maron Marvel is best-in-show in national litigation risk management and mass tort defense. The firm serves as national, regional, and trial counsel to Fortune 500 companies with multiple operations located in the most dangerous plaintiff jurisdictions in the country. Maron Marvel's clients come from the energy, construction, manufacturing, technology, transportation, insurance, and liability-related industries. In addition to mass toxic torts, the firm also offers legal services concerning commercial disputes and liability-related defense.

Maron Marvel is seeking a highly organized, proactive, and service-oriented Administrative Coordinator to support the daily operations of our Philadelphia office. This position is responsible for coordinating administrative activities, maintaining an efficient and professional office environment, and providing operational support to attorneys, staff, and visitors. The ideal candidate will demonstrate strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced legal environment.

This is a hybrid position, with an expectation of working in the Philadelphia office three days per week.

Key Responsibilities

Office Operations & Administrative Coordination

• Coordinate daily office operations, administrative workflows, staff coverage, and task assignments to ensure efficiency and continuity of support.


• Facilitate administrative and paralegal staff meetings to communicate updates, address operational needs, and promote collaboration.


• Serve as the primary liaison with building management and vendors, coordinating maintenance requests and facility-related services.


• Oversee the organization and upkeep of shared office spaces, including conference rooms, kitchens, and copier areas.


• Coordinate building access, security badges, visitor procedures, office moves, and seating arrangements.


• Manage office supply and snack program, including inventory monitoring, ordering, and replenishment in accordance with firm program guidelines.

Meeting Coordination & Client Hospitality

• Coordinate conference room reservations, attorney meetings, practice group meetings, depositions, and client visits.


• Arrange meeting logistics, including catering, refreshments, and room setup.


• Assist with trial-related logistics, including visiting attorneys and staff, client hospitality, and after-hours or weekend arrangements.

Internal Communication & Employee Engagement

• Coordinate and distribute firm-wide and office-specific announcements, updates, and procedural communications.


• Collaborate with firm committees to support employee engagement initiatives, cultural celebrations, and workplace activities.


• Promote a professional, welcoming, and collaborative office environment.

Office Events & Business Development Support

• Plan and coordinate office events, including employee celebrations, happy hours, team-building activities, and year-end functions.


• Partner with office leadership to support client-facing events and business development activities.


• Manage event logistics, including scheduling, invitations, catering, vendor coordination, and setup.

Qualifications & Skills

• Previous experience in office administration, office coordination, or a related administrative support role; law firm or professional services experience preferred.


• Strong organizational, time-management, and multitasking skills.


• Excellent written and verbal communication and interpersonal skills.


• Ability to coordinate administrative workflows and collaborate effectively with attorneys, staff, and leadership.


• Strong problem-solving skills, initiative, and attention to detail.


• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams.


• Ability to exercise discretion, maintain confidentiality, and adapt to changing priorities.


• Professional demeanor with a strong commitment to client service and teamwork.

Additional Expectations

• Maintain a consistent onsite presence to support daily office operations.


• Demonstrate flexibility to assist with occasional after-hours events and trial-related needs.


• Perform other related duties as assigned.