Office Administration Coordinator

Buchanan Ingersoll-Rooney; Tampa (FL); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

WorkWell wellness program

Bright Horizons caregiving assistance

LinkedIn Learning access

401K Program

Retirement Savings Program

Job summary

Buchanan Ingersoll & Rooney, a national law firm, seeks an experienced Office Administration Coordinator for its Tampa, FL office. The role reports to the Regional Office Manager and oversees daily office management, including reception, conference room scheduling, deliveries, and security procedures.

The ideal candidate has at least 3 years in customer service or administrative roles, preferably in a law firm, with strong communication and organizational skills and proficiency in Microsoft

Qualifications

• High school diploma or equivalent required.
• 3+ years in customer service, admin, or professional services.
• Experience in a law firm or professional services setting preferred.
• Strong interpersonal and organizational skills.
• Proficient in Word, Excel, Outlook.

Responsibilities

• Handle all incoming calls and direct to correct personnel.
• Greet clients and visitors, ensure comfort and connections.
• Coordinate deliveries with Office Services team.
• Manage conference room bookings and visiting attorney offices.
• Schedule and support video conferences and CLE events.
• Assist with events and special projects for ROM and Office Head.
• Support facilities tasks; coordinate with building management.
• Provide backup IT support for conference room setups.
• Handle expense reports and administrative check requests.
• Support practice assistants with miscellaneous duties.

Skills

Interpersonal skills

Communication skills

Organizational skills

Time-management

Discretion handling confidential info

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.

We are currently seeking an experienced Office Administration Coordinator for our Tampa, FL office. This position reports to the Regional Office Manager and is responsible for day-to-day office management of the Tampa Office.

Essential Duties and Responsibilities:

• Responsible for all incoming telephone calls, ensuring all calls are redirected accordingly. Greets clients and visitors to the office, ensures guests are comfortable and are connected with the correct office personnel.
• Manages incoming deliveries with the Office Services team.
• Ensures security procedures are followed by issuing temporary security cards.
• Schedules, coordinates and sets-up conference room requests and visiting attorney offices.
• Responsible for the video conference scheduling, operation, maintenance, etc. as well as coordinating continuing legal education event, handouts and record-keeping needs.
• Assists local Office Head and Regional Office Manager (ROM) with special event coordination, including planning and executing office events, client hosting, recognition celebrations and office participation in community events.
• Assists ROM with facilities-related tasks such as submitting work orders and coordinating with building management for repairs, inspections, etc. Acts as a liaison with parking office for monthly passes and parking validations.
• Provides back-up support to Information Services Specialist for basic information technology functions such as setup of equipment and connections for conference room meetings.
• Responsible for other miscellaneous Practice Assistant and office duties, such as administrative check requests, expense reports, office newspapers and magazines.
• Assists Regional Office Manager and Practice Assistants with special projects.
• All other duties as assigned.

Required Education/Experience:

• High school diploma or equivalent.
• At least 3+ years combined experience in customer-service, administrative support, or professional services role with prior experience in a law firm or other professional services office setting preferred.
• Excellent interpersonal, communication and organizational skills.
• Able to prioritize tasks with effective time-management skills.
• Operate independently as well as effectively within a team.
• Possess strong organization skills with high attention to detail.
• Ability to manage confidential information and sensitive situations with tact and discretion.
• Proficient in Microsoft Office Suite; Word, Excel, Outlook.

Why should you work at Buchanan?

Our Firm offers outstanding benefits that include:

• Generous Paid Time Off
• Paid Holidays, including a floating holiday
• WorkWell wellness program
• Caregiving assistance with Bright Horizons (child, elder, and pet care!)
• Free full access to LinkedIn Learning
• 401K Program
• Retirement Savings Program

We are an Equal Opportunity Employer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.