Office Coordinator

Fox Rothschild; Princeton (NJ); On-site; USD 71,000 - 80,000; Full time

Job summary

Fox Rothschild LLP in Princeton, NJ seeks an experienced Administrator to support day-to-day office operations for the local office in alignment with firm policies. You will collaborate with the Office Administrator, attorneys, clients, and vendors to ensure smooth operations.

Key duties include coordinating workflow processes, assisting with inventory control and space allocation, and supporting accounting and vendor payments.

Qualifications

• Bachelor’s degree in business administration or related field.
• High school diploma or equivalent required.
• 5-7 years of experience in law firm operational roles.

Responsibilities

• Supports day-to-day office operations in coordination with Office Administrators.
• Assist with inventory control, space allocation, and safety compliance.
• Assist with accounting tasks such as credit card reconciliation and expense tracking.
• Coordinate vendor contracts and payments.
• Support attorney teams and office services coordination.

Skills

Strong communication

Organizational skills

Attention to detail

Microsoft Office Suite

Vendor coordination

Education

Bachelor’s degree in business administration or related field

High school diploma or equivalent

Tools

Microsoft Office Suite

Elite Enterprise

Accounting software

Job description

Working with the Assistant Office Administrator/Office Administrator or Regional Office Administrator, this individual is responsible for supporting day-to-day operations of their assigned office in compliance with the policies and procedures of the firm. Maintains excellent relations/communications with the Office Administrator/Regional Office Administrator, attorneys, clients, administrative groups, staff and outside vendors.

ESSENTIAL FUNCTIONS:

• Office Operations:
• • Supports Assistant Office Administrator/Office Administrator/Office Administrator/Regional Office Administrator in coordinating all day-to-day office-level operations involving assistance with workflow processes that include resource allocation, special project support, IS and administrative services.
  • Assist in documenting management of inventory control and space allocation.
  • Assist Assistant Office Administrator/Office Administrator/Regional Office Administrator with compliance on safety regulations and business continuity plans.
  • Assist with the coordination or vendor management and special projects as needed.
• Financial Management:
• • Assist Assistant Office Administrator/Office Administrator/Regional Office Administrator with office-level accounting functions such as credit card reconciliation and check requests.
  • Liaise with Assistant Office Administrator/Office Administrator/Regional Office Administrator to track office expenses and ensure cost-effective operations.
  • Coordinate vendor contracts and payments.
• Attorney Support:
• • Assist Assistant Office Administrator/Office Administrator/Regional Office Administrator with Legal Team Assistant and Office Services coordination to support all business operations.
  • Assist with the coordination of all office arrivals and departures.

ADDITIONAL FUNCTIONS:

• Special projects or other duties, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

• Bachelor’s degree in business administration or related field or an equivalent combination of education and/or work experience.
• High school diploma or equivalent required.

Experience:

• Minimum of 5-7 years of experience in law firm operational roles with demonstrated competencies in areas of trust, communication, accountability, cultural competency, and innovation.

Knowledge, Skills, & Abilities:

• Strong communication skills, including written and oral communication required to interact with office management, attorneys, clients, administrative groups, and staff and outside vendors.
• Ability to exercise sound judgment, discretion and foster positive and professional working relationships a must.
• Strong organizational skills with great attention to detail. Ability to prioritize, multi-task and work well in a high volume/fast-paced environment.
• Demonstrated experience using related accounting computer systems and Microsoft Office Suite, including Outlook, Word and Excel. Elite Enterprise experience preferred.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Based on business needs, this position requires consistent in-office attendance as an essential function of the role.

PHYSICAL REQUIREMENTS

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

COMPENSATION & BENEFITS

The salary ranges for this position apply to the respective listed locations. The salary range reflects a variety of factors that are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for a position. Reasonable estimates of the current ranges for this position are:

• City of Princeton: $70,500 - $79,500

For information on Fox Rothschild's compensation and benefits visit: Compensation & Benefits (foxrothschild.com)

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail].

Equal Opportunity Employer
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.