Office Coordinator - Baton Rouge - job 676773

Baker, Donelson, Bearman, Caldwell and Berkowitz, PC

Date: 04/08/2021

City: Baton Rouge, Louisiana

Employment type: Full-time

Baker, Donelson, Bearman, Caldwell & Berkowitz, PC has an immediate opening for an Office Coordinator in its Baton Rouge, Louisiana office. This position will serve as the primary contact for all general office management matters in the Firm's Baton Rouge location.

Essential Duties and Responsibilities

  • Assists Regional Office Administrator in secretarial workflow coordination including meeting secretarial needs for attorneys whose secretaries are on vacation; performing morning configuration checking on those absent due to illness and scheduling work; distributing work evenly; keeping vacation calendar up-to-date and ensuring that vacations are approved by attorneys; and working with Regional Office Administrator to ensure that time entry is performed promptly.

  • Heads coordination of breakfast and lunch set-up and breakdown for conferences and meetings.

  • Responsible for upkeep of breakroom.

  • Leads inventory and ordering of pantry supplies and office supplies.

  • Identifies general maintenance items and maintains correspondence with property manager.

  • Performs recruiting coordinator duties, including reviewing resumes, coordinating interviews and attending monthly recruiting meetings.

  • Performs marketing host duties including assisting with food purchases and supplies, set-up, clean-up, attending events and greeting guests.

  • Serves as lead in planning and facilitating all office events.

  • Serves as backup for hotel reservations when needed.

  • Maintains disaster manual for the Baton Rouge Office.

  • Processes incoming checks, verifies with Accounts Receivable, makes deposits and advises Accounting. Communicates with attorneys regarding how payments should be applied.

  • Performs general accounting duties, including, but not limited to assisting with inquiries regarding payments, verifying past deposits and reporting to the Accounting Department.

  • Processes office invoices for payment, including applying client matter numbers, if billable.

  • Performs reception, filing, runner relief as requested by supervisor.

  • Prepares offices for new employees.

  • Maintains and updates office personnel lists and timekeeper ID lists.

  • Additional responsibilities as assigned by supervisor.

Knowledge, Skills, Experience and Abilities Required:

  • Must maintain a client service mindset and exercise sound judgment and discretion in dealing with confidential information.

  • Exceptional interpersonal and communication skills with the ability to collaborate effectively and build relationships at all levels inside and outside the Firm.

  • Must be highly organized and able to prioritize, multitask, and work in a fast-paced environment.

  • Ability to handle situations diplomatically and professionally.

  • Office coordination experience in a law firm or other professional services firm.

  • Working knowledge of Microsoft Office Suite and general office equipment including, but not limited to, computers, scanners, and copy machines.

  • Ability to lift boxes and packages weighing up to 50 pounds.

Must provide minimum authorization to work in the United States. Resumes only accepted for job posted. Please click here to apply.

Baker, Donelson, Bearman, Caldwell & Berkowitz, PC is an equal opportunity employer and al qualified applicants receive consideration for employment and all employees are treated during employment without regard to race, color, sexual orientation, gender identity, marital status, sex, age, national origin, genetic information, physical or mental disability or veteran status.

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