Administrative Coordinator

Steffan & Co., Incorporated; Washington; On-site; USD 70,000 - 90,500; Full time

Benefits offered by this job

Comprehensive benefits package

401k

22 days PTO

Gym in the building

Job summary

A national law firm is seeking an experienced Administrative Coordinator to join its HR team in Washington, DC. This full-time position involves providing administrative support, assisting with recruiting, and maintaining HR files. The ideal candidate will have an Associate degree and 3-5 years of related experience, with advanced skills in Adobe Acrobat and Microsoft Office. The firm offers a comprehensive benefits package including medical, dental, and PTO.

Qualifications

• 3-5 years of progressive work experience in administrative and HR roles.
• Ability to communicate effectively in person and in writing.
• Demonstrated ability to exercise discretion with confidential information.

Responsibilities

• Provide administrative support to the HR Manager and Administrator.
• Assist with recruiting tasks including scheduling interviews.
• Maintain and update HR files and documentation.

Skills

Advanced skills with Adobe Acrobat

Advanced skills with MS Office Suite

Interpersonal skills

Attention to detail

Customer service

Organizational skills

Ability to multitask

Education

Associate degree in human resources or business administration

Job description

Administrative Coordinator in Human Resources

Salary range: $70,000 to $90,500, plus a bonus.

This position will be in the office 5 days a week

This fantastic, large, full-service national firm with 20 offices throughout the US is seeking an experienced Administrative Coordinator to join its collaborative and well-established HR team in DC. The average tenure in the firm is 15 years.

M-F –8-4:30 – Occasional paid overtime

The wonderful DC office seeks an

Administrator Coordinator in Washington, DC. This is a non-exempt position that reports to the various managers. The coordinator will perform administrative functions and tasks related to internal office communications according to established policies and procedures. The coordinator will also provide recruiting support.

The responsibilities include the following:

ADMINISTRATIVE

Provides administrative support to meet the needs of the Administrator, which include, but are not limited to, the following:

• Exceptional service to attorneys and staff to assist them with their needs in the Administrator’s role. Assumes the role of “ambassador” to help and assist attorneys and staff; utilizes such judgment to determine when the Administrator needs to be interrupted, or contacted if out of the office, for immediate or severe situations.
• Assist with special projects and ongoing tasks, such as downloading reports or preparing documents for meetings, as
• Reminds the Administrator to order business cards, memo pads, and wall plates for new employees where applicable. Draft welcome memos.
• Update and maintain the telephone directory, floor maps, and related reference materials on the Intranet. Assist the receptionist with updating the office events calendar.
• Assign security key fobs to employees. Activate/deactivate security fobs as
• Assist with event planning and obtaining catering proposals.

HUMAN RESOURCES

Provides administrative support to meet the needs of the Human Resources Manager, which includes, but is not limited to, the following:

• Create and maintain various human resource files such as personnel and benefits files, Personnel Action Notices, Personnel Utilization Forms, credit card requests, I-9 forms, medical forms, etc.
• Receive call-outs, send notices, and monitor leave requests. Assist the Receptionist with notices and absences for the Daily Bulletin and the support staff’s out-of-office calendar.
• Assist with the processing of recruits as well as outside resources. Enter new hires in the HR Draft and maintain schedules for the orientation of new staff and attorneys.
• Assist with data entry and edits in the HRIS Systems. Prepare a summary of any edits made, including reasons for any overtime.
• Handle requests for verifications of employment and enter employee employment dates on the DC Government PFL website.
• Update charts, documents, and monthly reports for the Administrator and Human Resources Manager; upload the items to NetDocs. Documents include, but are not limited to, timekeeper salaries, timekeeper class years, billing rates, secretarial assignment chart, leave charts, tenure, and personnel.
• Draft documents such as Leave of Absence letters and offboarding forms.
• Update local office handbooks as needed under the guidance of the Administrator and Human Resources Manager.
• Assist with event planning and ordering meals and supplies.

RECRUITING

Provides administrative support to meet the needs of the Recruiting Manager, which includes, but is not limited to, the following:

• Interview scheduling, starting background checks, and assisting with the on-campus interview (OCI) process, as well as with event planning.
• Communicate with Firmwide regarding new attorney DC Bar status. Provide asterisk language to IS User Administration for attorney signature block, and to Firmwide marketing for attorney bio if attorney is not yet admitted to the DC Bar.
• Handle data entry in ViRecruit.

OTHER DUTIES

• At all times, maintains strict confidentiality of the firm and personnel
• Schedule and reserve conference rooms for meetings; send meeting invites.
• Greet and escort guests to visiting offices or management as needed or in the absence of other support personnel.
• Act as a point of contact for the Administrator and Human Resources Manager when one may be
• Process invoices and reimbursements.
• Receive and open unidentified mail from the Office
• Other duties as assigned.

QUALIFICATIONS

• At least an Associate degree in human resources, business administration, or a closely related field, or equivalent. Three to five (3-5) years of progressive work experience in supporting administrative and human resources services activities in a law office or other professional service business.
• Advanced skills with Adobe Acrobat and the MS Office Suite, with a focus on Word (using styles, track changes, and document comparison programs), Excel, and PowerPoint.
• Interpersonal skills are necessary for effective interactions with management, attorneys, and staff in person. Ability to provide a high level of customer service. Able to communicate clearly and effectively, both verbally and in writing.
• Must be organized, detail-oriented, able to work independently, and able to prioritize tasks and projects.
• Demonstrated ability to multitask and to work under pressure.
• Ability to exercise discretion with confidential and sensitive information.

The firm offers a comprehensive benefits package that includes medical, dental, vision, LTD, STD, life insurance, commuter benefits, 401k, 22 days PTO, all holidays, gym in the building, and so much more!

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