Office Coordinator

Hecker Fink LLP; Washington (District of Columbia); On-site; USD 60,000 - 70,000; Full time

Job summary

Hecker Fink LLP in Washington, DC, seeks an Office Coordinator to support facilities and administrative tasks under the Office Manager.

You will coordinate meeting schedules, manage inventory of kitchen and office supplies, process invoices, and handle courier services and correspondence.

The role requires 2+ years of office coordination experience, strong MS Office skills, and a commitment to confidentiality and client service; base salary $60,000–$70,000.

Qualifications

• Two (2) or more years of Office Coordinator experience with administrative skills preferred.
• Proficient computer skills including knowledge of Microsoft suite; experience with space and facilities management platforms a plus.
• Clear communication and attention to detail; strong organizational skills and ability to work under pressure.

Responsibilities

• Coordinate facility repairs and issues with building maintenance and vendors.
• Schedule meetings and conference spaces; assist with videoconference setup.
• Manage stock and inventory of kitchen, custodial, and office supplies; code and submit invoices for payment.
• Handle incoming/outgoing courier requests, shipping/receiving, and correspondence; prepare mailed items.
• Plan catering orders and set up/break down catering for meetings; maintain conference areas.
• Support Office Administration team to maximize efficiency and maintain office appearance.
• Provide offsite records support and assist with building services coordination and guest registration.
• Serve as back-up for reception and assist attorneys and Office Manager as needed.

Skills

Office coordination

Clear communication

Attention to detail

Organization

Education

2+ years Office Coordinator experience

Tools

Microsoft Office

Job description

Hecker Fink LLP is seeking an Office Coordinator for our Washington DC office to provide support for key facilities and administrative tasks. Duties include maintaining a master schedule of all meetings and commitments, placing orders for office supplies as needed, directing both incoming and outgoing calls, emails, correspondence, and fulfilling other duties under the general supervision of the firm’s Office Manager.

Hecker Fink LLP brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since our founding, we have achieved tremendous success and growth and seek motivated and talented professionals to join our team.

Responsibilities:

• Coordinate facility repairs and issues (e.g., light bulbs in need of replacement) and communicate with building maintenance and outside vendors as needed
• Coordinate schedules for meetings and conference spaces (internal and external), assist with requests for videoconference set up.
• Independently manage stock and inventory of kitchen, custodial, and office supplies. Liaise with purchasing vendors as needed. Code and submits invoices for payment in a timely manner.
• Manage incoming and outgoing courier requests, shipping/receiving, and correspondence, including emails, eFax, mail, and packages, including collection and preparation of correspondence to be mailed (e.g., ensure appropriate postage and verify addresses).
• Plan menus and places catering orders, as needed. Sets up and breaks down catering for internal and external meetings.
• Contribute to Office Administration team efforts to maximize the overall efficiency of office operations. Help maintain the appearance of the conference area, lobby, and conference pantries.
• Provide offsite records support, including maintaining files and records with accuracy and efficiency.
• Assists with the coordination of building services and registering guests with security.
• Serves as a back-up for reception by answering phone calls and transferring callers as appropriate.
• Performs special projects and tasks for attorneys and Senior Office Administrator as directed.

Qualifications: The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: Two (2) or more years of Office Coordinator experience with demonstrated administrative skills preferred.
• Knowledge and Skills: Proficient computer skills including knowledge of Microsoft suite; experience with space and facilities management platforms a plus.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a "no job too big, no job too small" attitude, and take a collaborative, team‐ focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong customer‐service orientation and ability to work well within a team and can establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.

In addition, the successful candidate will be based in the Washington, DC area and will be available to work 9:00 a.m. – 6:00 p.m. Monday through Friday.

Compensation: The expected base salary for this role ranges from $60,000 - $70,000 and is dependent on experience.

To apply for the Office Coordinator role, please submit a resume, cover letter, and two references. Applications without a cover letter will not be considered.

Additional Information: You must be fully vaccinated against COVID-19 by your hire date to be eligible for starting in the role.

Hecker Fink LLP is committed to fostering a workplace in which individuals from all backgrounds are welcomed, treated with respect, and given every opportunity to contribute, develop, lead, and reach their highest potential. As an equal opportunity employer, it is the Firm’s policy to ensure all employment decisions are made without discrimination based on race, color, religion or religious belief, sex, sexual orientation, gender identity/expression, national origin, immigration or citizenship status, disability, age, military or veteran status, marital status or civil partnership status, pregnancy or related medical conditions, or any other basis protected by federal, state or local civil rights law, ordinance or regulation. This policy applies to recruiting, hiring, placement, leaves of absence, compensation and all other terms and conditions of employment. Hecker Fink provides reasonable accommodation to qualified individuals with a disability in compliance with applicable laws and regulations. Please note that applicants must be authorized to work in the United States. All qualified applicants are encouraged to apply.

If you require a reasonable accommodation to access job openings or apply for a job on our website, please submit a request for an accommodation or assistance by contacting [e-mail].