Administrative Coordinator Part-Time

Rathje Woodward LLC; Wheaton (IL); On-site; USD 20,000 - 32,000; Part time

Benefits offered by this job

Flexibility

Free food & snacks

Training & development

Job summary

Rathje Woodward LLC in Wheaton, IL is seeking an Administrative Coordinator to serve as the front desk lead, handling reception, client and visitor experience, and calendar coordination for the firm’s operations.

You will manage client intake, matter setup, mail and facilities, and supplier coordination, supporting attorneys and staff in a fast-paced, confidential environment.

Qualifications

• High school diploma or equivalent required.
• 1-3 years in administrative/office coordination or front desk roles.
• Excellent written and oral communication skills.
• Proficiency with Microsoft Office Suite and business tech platforms.
• Strong organization and multitasking abilities.
• Ability to handle multiple priorities with professionalism and accuracy.
• Discretion and confidentiality are essential.

Responsibilities

• Serve as the primary point of contact for clients, visitors, attorneys, and vendors while maintaining a professional and welcoming office environment.
• Manage reception operations, incoming communications, conference room coordination, and daily office readiness.
• Coordinate client intake, conflict checks, and matter opening processes, ensuring accuracy and compliance.
• Monitor intake workflows and identify delays or issues as needed.
• Assist with office supply inventory and administrative records to ensure smooth daily operations.
• Manage incoming/outgoing mail, shipping, courier services, and delivery logistics.
• Coordinate facilities requests and vendor relationships, maintenance activities, and service providers.

Skills

Organizational skills

Multitasking

Communication skills

Microsoft Office

Attention to detail

Confidentiality

Time management

Customer service

Education

High school diploma or equivalent

Tools

Document management systems

Practice management systems

Job description

Benefits

• Flexibility
• Free food & snacks
• Training & development

About Us

Rathje Woodward LLC is a well-established law firm based in Wheaton, IL, with a long-standing reputation for delivering exceptional legal services to our clients. Our clients trust us for our expertise, integrity, and commitment to results. We foster a collaborative and supportive workplace where every team member is valued and empowered to do their best work.

Position Summary

The Administrative Coordinator reports directly to the Director of Firm Operations and works closely with attorneys, staff, vendors, and clients. The Administrative Coordinator serves as the firm's primary front-of-house professional. This position is responsible for reception, client and visitor experience, intake coordination, office logistics, mail and shipping management, conference room operations, vendor coordination, and administrative process support.

Key Responsibilities

Client Experience & Front Desk Operations

• Serve as the primary point of contact for clients, visitors, attorneys, and vendors while maintaining a professional and welcoming office environment.
• Manage reception operations, incoming communications, conference room coordination, and daily office readiness.

Client Intake & Matter Setup

• Coordinate client intake, conflict checks, and matter opening processes, ensuring accuracy, completeness, and compliance with firm procedures.
• Monitor intake workflows and upscale trends, delays, or issues as appropriate.

Office Operations & Administrative Support

• Assist with office supply inventory, administrative records, operational trackers, and general office support functions to ensure smooth daily operations.

Mail, Facilities & Vendor Management

• Manage incoming and outgoing mail, shipping, courier services, and delivery logistics.
• Coordinate facilities requests, vendor relationships, maintenance activities, and office service providers.

Qualifications

Required

• High school diploma or equivalent.
• 1-3 years of experience in an administrative, office coordination, customer service, or front desk role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and business technology platforms.
• Ability to manage multiple priorities while maintaining professionalism and accuracy.
• Strong attention to detail and commitment to confidentiality.

Preferred

• Experience working in a law firm or professional services firm.
• Experience with client intake, office operations, and administrative workflow coordination.
• Familiarity with legal practice management or document management systems.
• Experience supporting operational processes and vendor relationships.

What Makes Someone Successful in This Role?

• Takes ownership and follows through on responsibilities.
• Is highly organized and dependable.
• Enjoys helping people and delivering exceptional client service.
• Maintains composure in a fast-paced environment.
• Is proactive, resourceful, and solutions-oriented.
• Can balance independent work with team collaboration.
• Understands the importance of discretion and professionalism.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift and move items up to 40 pounds.
• Frequent computer and systems use.

Work Environment

• Professional office setting.
• Part-time, in-office position. Preferably 9 AM-1 PM, Monday-Friday. Some room for flexibility.