Office Coordinator

Hirebridge LLC; Little Rock (AR); On-site; USD 32,000 - 42,000; Full time

Job summary

Mackie Wolf Zientz & Mann is seeking an Office Coordinator to support our busy Little Rock office and legal staff. You will help maintain administrative procedures, coordinate mail and document management, and ensure a welcoming, secure office environment for clients and team members.

Responsibilities include managing mail, scheduling, maintaining common areas, and providing cross-departmental administrative support as needed. This is a full-time on-site role in Little Rock, AR.

Qualifications

• Experience coordinating administrative functions and office operations.
• Strong communication and interpersonal skills.
• Ability to manage mail, guests, and security policies.

Responsibilities

• Coordinate administrative functions for the Little Rock office.
• Greet and assist clients, guests, and staff in a friendly, secure manner.
• Maintain office appearance and ensure equipment is functional.
• Manage incoming mail and coordinate outbound mail with team.
• Scan, copy, and upload documents to the case management system.
• Schedule conference rooms and office moves/changes.
• Provide administrative support to other departments as needed.

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.