Office Assistant

Mackie Wolf Zientz Mann; Little Rock (AR); On-site; USD 36,000 - 48,000; Full time

Job summary

Mackie Wolf Zientz & Mann in Little Rock seeks an organized Office Coordinator to keep our busy office running smoothly. You will manage administrative tasks, incoming mail, scheduling and reception to ensure a professional client experience.

Responsibilities include coordinating daily office operations, handling mail shipments, maintaining conference room calendars, and supporting staff with document handling and case-management workflows.

Qualifications

• Prior experience in office administration.
• Strong organizational and multitasking skills.
• Professional communication with clients and staff.

Responsibilities

• Coordinate administrative functions of the Little Rock office.
• Check-in clients and guests per firm policy.
• Maintain appearance and functionality of common areas and equipment.
• Manage incoming correspondence and mail distribution.
• Coordinate outbound mail with the team.
• Assist with copying, scanning, and uploading documents into the case management system.
• Maintain conference room schedules and workstation moves/adds/changes.
• Provide administrative support to other departments as needed.

Skills

Administrative experience

Office coordination

Customer service

Communication

Tools

MS Office

Email management

Job description

Mackie Wolf Zientz & Mann is looking for an office coordinator to join our team to help keep our very busy office {and legal staff} in order!

Summary/Objective

Achieve Firm organizational efficiency by maintaining in-office administrative procedures and functionality, including incoming correspondence and communications for the Little Rock Office.

Essential Functions

• Coordinate administrative functions of the Little Rock office space, contacting building management timely for maintenance concerns.
• Ensure a personal and friendly experience for anyone coming into the office, maintaining complete accessibility in both availability and warmth of character: Check-in clients, guests, and others into building/floor per Firm’s security policy.
• Ensure office efficiency by maintaining appearance and functionality of all common areas, including maintenance of office equipment for uninterrupted function.
• Manage incoming correspondence to the Firm, including timely distribution of incoming mail (USPS, UPS and FEDEX).
• Coordinate with the Team to assist with outbound mail (USPS, UPS and FEDEX).
• Coordinate with the Team to assist with the copying, scanning and uploading of documents into the case management system.
• Maintain common office schedules, such as conference room schedules, kitchen clean-outs, moves, adds and changes to workstations, providing answers, resources and solutions as requested.
• Provide administrative support to additional departments as needed.