Office Coordinator

Green & Spiegel, LLP; Providence (RI); On-site; USD 42,000 - 54,000; Full time

Job summary

Green & Spiegel, LLP is seeking an administrative professional to support mail, documents, scheduling, and HR onboarding for a busy legal office in Providence.

You will handle mail, filing, caller routing, appointment scheduling, and basic vendor coordination, with on-site work Monday through Friday 9am to 3pm.

Bachelor’s degree required; 1–3 years’ admin experience in legal or professional services preferred; strong detail orientation and MS Office proficiency.

Qualifications

• Bachelor’s degree, required.
• 1–3 years of administrative experience, preferably in a legal or professional services environment.
• Strong attention to detail and commitment to quality assurance.

Responsibilities

• Receive, log, scan, and distribute incoming mail, notices, and client documents.
• Maintain organized physical and electronic filing systems.
• Provide basic assistance to visitors and direct them to the appropriate team members.
• Assist with daily office upkeep and ordering of supplies.
• Answer incoming calls and assist with scheduling appointments for attorneys and staff.
• Assist with onboarding logistics for new hires in coordination with HR and IT.

Skills

Attention to detail

Organizational skills

Teamwork

Education

Bachelor's degree

Tools

MS Office

Job description

Description

Mail & Document Intake and Client Support

• Receive, log, scan, and distribute incoming mail, notices, and client documents.
• Maintain organized physical and electronic filing systems.
• Provide basic assistance to visitors and direct them to the appropriate team members.

Office & Facilities Support

• Assist with daily office upkeep, including maintaining shared spaces and basic organization.
• Help order and restock office supplies and track inventory levels.
• Support basic maintenance of office equipment (copiers, printers, scanners) and report issues to IT or appropriate contacts.
• Assist in coordinating deliveries and vendor services as directed.
• Help maintain a clean, organized, and functional office environment.

Phone Calls & Appointment Scheduling

• Answer incoming calls, direct calls, and take messages as needed.
• Assist with scheduling and confirming appointments for attorneys and staff.

HR Assistance

• Assist with onboarding logistics for new hires in coordination with HR and IT (e.g., workspace setup, materials).
• Help organize and support employee engagement activities such as team lunches or office events.
• Provide administrative support to HR-related processes as needed.

Project Work

• Assist with digitization and secure disposal of physical files.
• Provide general support on office or operational projects as assigned.

  Requirements

  • Working hours are Monday-Friday, 9 am-3 pm.
  • Bachelor’s degree required.
  • 1-3 years of administrative experience, preferably in a legal or professional services environment.
  • Strong attention to detail and commitment to quality assurance.
  • Excellent management, prioritization and organizational skills.
  • Demonstrate leadership, teamwork and collaboration in a professional setting and with respect for all levels of employees.
  • Proficiency with MS Office Suite products.
  • Must be available to work on-site; remote work is not available for this position.