Office Coordinator

Bond, Schoeneck & King PLLC; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical coverage

Vision coverage

Dental coverage

Health savings account

Flexible spending accounts

Life insurance

Short- and long-term disability

401(k)

Job summary

Stradley Ronon Stevens & Young, LLP in Chicago is seeking an experienced Office Coordinator to support the Chicago office in a full-time, in-office role five days a week. The coordinator will work with attorneys and staff to ensure a professional environment, handle facilities, events, budgeting, and vendor relations with strong customer service and independence.

This position requires 3+ years in a law firm or professional services setting and proficiency in Outlook, Word, PowerPoint, Excel,

Qualifications

• Minimum of 3+ years of administrative experience in a law firm or legal environment.
• Bachelor's degree in a relevant field or equivalent experience preferred.
• Strong interpersonal, verbal, and written communication skills with a client-service focus.
• Ability to manage competing priorities and meet deadlines.
• Experience supporting attorneys or legal administrative teams preferred.
• Proficiency in Outlook, Word, PowerPoint, Excel.
• Experience with Zoom and Microsoft Teams and basic AV coordination.
• Experience with document management systems (iManage or similar).

Responsibilities

• Serve as the day-to-day local resource for Chicago office personnel, including attorneys, clients, visitors, and vendors.
• Coordinate office operations, including reception coverage, access logs, new hire setups, supplies, mail, and records maintenance.
• Support facilities-related matters, including office security, maintenance requests, vendor coordination, and landlord communications.
• Review, process, and route office invoices and related paperwork for payment.
• Perform monthly budget vs actual reconciliation and forecasting for the Chicago office.
• Plan and coordinate Chicago office events, meetings, CLEs, marketing programs, and client events with AV setup.
• Set up and support Zoom and Teams meetings with basic AV troubleshooting.
• Provide support to Investment Management group with documents, travel, and meeting materials.
• Coordinate day-to-day client support and administrative follow-up; provide back-up to other admins.

Skills

Customer service

Communication

Organization

Prioritization

Independent work

Education

Bachelor's degree or equivalent

Tools

Outlook

Microsoft Word

PowerPoint

Excel

Zoom/Teams

iManage

Job description

Stradley Ronon Stevens & Young, LLP is seeking an experienced Office Coordinator to support the firm's Chicago office. This is a full-time, in-office role requiring five days per week onsite in the Chicago office; hybrid work is not available for this position. The Office Coordinator will serve as a key local resource for attorneys, clients, visitors, vendors, and business professionals while helping to maintain a highly professional, service-oriented office environment.

The Office Coordinator will report to the Director of Facilities & Administrative Services and will work closely with firm leadership, administrative departments, the Investment Management practice group, building management, and local vendors to ensure continuity of service and day-to-day operational support.

The ideal candidate will be customer service focused, highly organized, comfortable in a professional services environment, and experienced in a law firm or legal setting. This is a visible role that requires strong judgment, critical thinking, responsiveness, attention to detail, and the ability to work independently while managing competing priorities with professionalism.

Key Responsibilities

Serve as the day-to-day local resource for Chicago office personnel, including attorneys, business professionals, clients, visitors, building management, and external vendors.

Coordinate office operations, including reception coverage, visitor access and logs, new hire office and workstation set-ups, visitor office space, supply ordering, mail, duplicating, imaging, and file/records maintenance.

Support facilities-related matters, including office security, maintenance requests, HVAC matters, vendor coordination, landlord communications, and general office improvements.

Review, process, and route office invoices, vendor statements, disbursement requests, and related paperwork for payment processing.

Perform monthly budget versus actual financial reconciliation and forecasting for the Chicago office, identifying variances and supporting timely financial reporting and planning.

Plan and coordinate Chicago office events, meetings, CLEs, marketing programs, client events, social gatherings, catering, hospitality, and related AV or room set-up needs in coordination with the firm's special events team or HR department, as appropriate.

Set up and support Zoom and Microsoft Teams meetings, including basic audio-visual coordination, room technology preparation, and first-level troubleshooting for AV or meeting technology issues.

Provide practice group and administrative support to the Investment Management group, including document production, travel coordination, expense forms, meeting materials, minutes, timelines, and other project support.

Coordinate and participate in day-to-day client support and administrative follow-up, ensuring timely communication and continuity of service.

Provide back-up support to legal administrative assistants and assist with special projects as needed.

Assist with office communications, charitable initiatives, summer associate or onboarding support, and other firm projects as needed.

Qualifications/Experience

Minimum of 3+ years of administrative experience in a law firm or legal environment required.

Bachelor's degree in a relevant field or equivalent experience in office operations, legal administration, or professional services preferred.

Strong interpersonal, verbal, and written communication skills, with a professional and client-service focused approach.

Demonstrated ability to organize work, manage competing priorities, meet deadlines, and respond promptly to office needs.

Ability to think critically, exercise sound judgment, and work independently with minimal supervision.

Experience supporting attorneys, legal administrative teams, practice groups, or client-facing legal services preferred.

Event planning, hospitality coordination, CLE support, or similar professional program experience a plus.

Intermediate proficiency in Outlook, Microsoft Word, PowerPoint, Excel, and other Microsoft Office applications.

Comfort setting up and supporting Zoom and Microsoft Teams meetings, including basic AV troubleshooting and room technology coordination.

Experience with document management systems, including iManage or similar platforms, preferred.

The estimated salary range for this position is $60,000 - $70,000 annually, commensurate with experience.

• medical coverage
• vision coverage
• dental coverage
• prescription drug coverage
• health savings account (with applicable medical plan)
• flexible spending accounts
• life insurance
• short- and long-term disability coverage
• 401(k)
• family forming and hormonal health benefits
• childcare leave
• backup child and adult care
• pre-tax commuter benefits
• employee assistance program
• wellbeing program
• vacation and other paid time off

Stradley Ronon Stevens & Young, LLP is an Equal Opportunity Employer.