Administrative Coordinator

About Us

Finnegan is more than just a law firm – we are a powerhouse of innovation and strategy growth.  We pride ourselves on providing top-tier intellectual property services globally.  Our success is rooted in our emphasis on relationships with our clients and each other.  We care about every individual, and it is why many professionals have spent their entire careers at Finnegan.

Role Overview

We are seeking an Administrative Coordinator responsible for creating a positive and professional first impression for our clients, guests, and staff.  In addition to providing exceptional customer service, this position will have a warm and welcoming demeanor, impeccable communications skills, and a commitment to upholding the firm’s values and reputation.  The Administrative Coordinator will also schedule and coordinate conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. This position will also notarize legal documents for firm personnel.

Responsibilities

• Greets clients, visitors, and guests in a welcoming, courteous, and professional manner.
• Promptly informs appropriate staff of client arrivals and relay any urgent messages as directed.
• Acts as liaison between clients and attorneys, ensuring that client needs are promptly and efficiently met.
• Issues visitor badges and manages guest sign in/out processes. Maintains accurate and up-to-date visitor logs.
• Fulfills parking validation requests.  Maintains accurate and up-to-date parking validation logs.
• Assists and directs visitors of the firm to the appropriate person, conference room or department.  Answers general inquiries and provides information about the firm’s services.
• Ensures the reception desk and guest areas are well-organized, clean, and presentable always. Arranges and maintains seating areas, literature, and other materials in the guest areas.
• Addresses client or visitors concerns in a professional and timely manner, providing solutions or escalating complex issues to appropriate staff when necessary.
• Provides information regarding services around the firm, provides directions and assists with local transportation requests.
• Assigns visitor and loaner keys as requested.  Accurately tracks assignment and returns of loaner keys.
• Conducts notary services for various firm related legal documents, including affidavits, powers of attorney, etc. for firm personnel and clients, while ensuring accuracy and compliance with legal requirements
• Utilizes knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
• Answers email inquiries and routes them to the appropriate department or individual
• Works closely with other support staff to ensure seamless coordination and assistance for clients and guests
• Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
• Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed
• Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
• Performs internet searches and compiles information for research projects as required
• Provides special project assistance to firm personnel as needed
• Participates and completes assigned core, technological and firm sponsored trainings as required or needed to maintain or advance skills
• Assumes progressive responsibilities within assigned work and embraces new processes and incorporates new technology to meet demands as they evolve
• May handle confidential and non-routine information and explain firm protocols when necessary
• Other duties as assigned

Qualifications

• High school degree or equivalent required; bachelor’s degree or some college preferred.
• A minimum of two years of corporate or law firm hospitality or concierge experience required.
• High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment.
• Must be commissioned or obtain a Notary Public certification in the District of Columbia within a specified timeframe.
• Always displays professional appearance.
• Experience with multi-line phone systems preferred.
• Experience using an event management system required, preferably EMS; preferably in a law firm, professional services or hospitality environment.
• Excellent oral and written communication (including spelling and grammar) and interpersonal skills.  Ability to interact professionally and efficiently with all levels of personnel and visitors.
• Experience using Microsoft Office and meeting platforms such as Teams and Zoom. Familiarity with the Internet/Intranet and using the internet for research.
• Strong data entry and word processing skills
• Excellent attention to detail and accuracy.
• Project management skills and excellent organizational skills.
• Ability to manage a diverse workload in a fast-paced, demanding environment.
• Ability to be a self-starter, while also comfortable taking direction from others.
• Ability and willingness to work overtime when necessary.
• Ability to work independently and as part of a team.
• Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced duties and provide support to varied office members.

Join Finnegan as an Administrative Coordinator where your organizations skills, attention to detail, and ability to multitask will drive success of one of the world’s leading IP law firms.

The base annual pay range for this role is between $23.72 – $32.31 per hour. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.

Equal Employment Opportunity Statement: 

Finnegan is an Equal Opportunity Employer. The firm is committed to providing equal employment opportunities to all applicants for employment, as defined by applicable state and federal laws, without regard to race, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity or expression, physical or mental disability, medical condition, military or veteran status, genetic information, marital status, pregnancy, childbirth, or related medical conditions, or any other protected status in accordance with all applicable federal, state and local laws. For candidates needing reasonable accommodations or assistance with the application process, please contact Human Resources at 202.216.5400.

Our privacy policy for applicants can be found here.

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