Office Coordinator

CivicMinds, Inc; Camp Hill (Cumberland County); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical, Dental, and Vision plans for

Company-paid life insurance

Short- and long-term disability plans

Flexible Spending Account

Paid Time Off and Holidays

Tuition Assistance for education and技能

Job summary

CivicMinds, Inc. is seeking an Office Coordinator to greet guests, manage reception, and oversee daily administration of office records, facilities, and calendars at our Camp Hill location. The role supports the legal support team and reports to the local shareholder and HR.

Ideal candidates will be proficient with Microsoft Office, highly organized, and able to follow safety and compliance protocols. Travel is approximately 10% with comprehensive benefits provided.

Qualifications

• High school diploma and at least 5 years of administrative support experience.
• Proven proficiency with Microsoft Office and strong organizational skills.
• Willingness to travel up to 10% to inside or outside worksites.

Responsibilities

• Maintain the reception area and greet visitors.
• Notify the appropriate personnel when visitors arrive and forward messages.
• Coordinate office moves, equipment, and facilities.
• Manage file room, records, and library resources.
• Assist HR and IT with onboarding new hires.
• Prepare and submit monthly accounting information and billing memos.
• Ensure office equipment is maintained and schedule repairs.
• Organize luncheons and employee events.

Skills

Microsoft Office

Organization

Safety compliance

Education

High school diploma

Job description

A mid-sized, full-service law firm serving businesses and individuals since 1900, with offices and affiliates across multiple locations.

Position Objective

The Office Coordinator greets guests and clients, follows office security protocols, and manages the daily administration of office equipment, records, facilities, and the out-of-office calendar. The position reports to the shareholder in charge of the local office and Human Resources and assists the legal support team with overflow work and coverage.

Key Responsibilities

• Maintain the reception area and greet visitors.
• Notify the appropriate personnel when visitors arrive.
• Forward voicemails and emails to the appropriate attorney or support staff.
• Maintain lunchroom and conference room supplies.
• Contact building maintenance for issues or requests.
• Coordinate office moves, tenant processes, office equipment, and furniture.
• Receive daily mail and prepare outgoing mailings.
• Maintain conference room conferencing equipment and report IT issues.
• Send monthly accounting information on banking, escrow ledger, petty cash, and expense reports to Finance.
• Distribute monthly attorney bill memos and submit them to the billing department.
• Ensure office equipment is regularly maintained and schedule repairs when needed.
• Report postage records to Accounting and reload postage meter funds when necessary.
• Arrange luncheons for staff meetings and employee events.
• Assist Human Resources with employee events.
• Assist HR and IT with onboarding new hires.
• Manage the file room and library records/resources.
• Decide whether closed files should be destroyed or maintained and retrieve offsite files when needed.
• Provide overflow support to legal support staff when required.
• Perform other responsibilities as needed to support organizational goals.

Required Qualifications

• Strong proficiency in Microsoft Office Suite.
• Strong organization and attention to detail.
• Ability to follow office safety and compliance protocols.

Beneficial Qualifications

• Active notary.

Key Attributes

• Analytical
• Detail-oriented
• Socially perceptive
• Adaptable
• Resourceful
• Independently motivated
• Critical thinking
• Interpersonal skills
• Organized

Experience & Education

• High school diploma.
• At least 5 years of prior administrative support experience.
• Demonstrated related experience may be substituted for preferred education.
• Approximately 10% travel to inside or outside worksites.
• Sedentary office work with occasional lifting of up to 10 pounds.
• Requires seeing, hearing, talking, manual dexterity, standing, walking, kneeling, crouching, stooping, and reaching.
• Regular use of computers, fax machines, copiers, and telephones.
• Generally performed in a temperature-controlled office environment.

Schedule

• Full-time, hourly position.
• Monday through Friday.
• Extended hours may occasionally be required.
• Medical, Dental, and Vision plans for individual and family.
• Company-paid life insurance.
• Short- and long-term disability plans.
• Flexible Spending Account.
• Paid Time Off and Holidays.
• Tuition Assistance for education and skill development.

Location:

300 Corporate Center Drive, Camp Hill, PA 17011

Equal Opportunity Employer:

The organization is committed to equal employment opportunity in accordance with applicable federal, state, and local law.