Purpose of the Job:
To establish and maintain effective communication channels and support operations within the firm, ensuring smooth coordination between employees, clients, and vendors while managing office spaces and resources efficiently.
Key Responsibilities:
- Establish and supervise communication channels between employees, clients, and vendors, including meeting scheduling.
- Suggest implementation strategies for feedback based on budgetary priorities and needs.
- Track expenses for the Operations Department and plan upcoming purchases based on scheduled firm activities.
- Assist with vendor payment reconciliation and purchases.
- Maintain Atlanta office spaces and ensure all service requests are completed satisfactorily.
- Manage inventory and track shipments based on team and office needs.
- Serve as the main point of contact for setting up company events or carrying out new department projects.
- Assist with setup for new hires, including furniture, supplies, and coordination of IT office setups.
- Coordinate office openings, build-outs, relocations, and related construction projects.
- Serve as liaison for Atlanta property management for inspections, fire drills, security, and other premises matters.
- Maintain office assignments and floor plans for all offices, and coordinate issuance of associated access resources.
- Obtain Certificates of Insurance (COI), Certificates of Occupancy, and other permits for vendors.
Required Qualifications:
- Education
- High School Diploma or equivalent required; Bachelor's degree preferred.
- Experience
- Previous experience in a legal environment or firm is preferred.
- Skills
- Proficiency with Microsoft Office 365, particularly Word, PowerPoint, Excel, Outlook, OneDrive, Teams, and SharePoint.
- Demonstrated spelling, diction, and grammatical skills required for a professional services firm.
- General familiarity and comfort working with architectural building designs, including CAD drawings.
- Strong organizational abilities to allow for timely, effective, and accurate performance of job duties and reprioritization as needs continuously shift.
- Ability to demonstrate impeccable integrity in confidential matters.
- Excellent interpersonal skills necessary to communicate with a diverse group of attorneys, staff, clients, and vendors to provide or obtain information with courtesy and tact.
- Physical capability to sit, bend, stoop, continuously use hands for typing, telephone contact, and lift up to 25 pounds.
Physical Requirements:
- Ability to sit, bend, stoop, and continuously use hands for typing and telephone contact.
- Ability to lift up to 25 pounds.
Performance Measures
- Goals
- Effective management of communication channels and office resources.
- Timely and accurate completion of tasks and projects.
- Competencies
- Demonstrated proficiency with Microsoft Office 365 applications.
- Ability to handle confidential matters with integrity.
- Strong organizational and interpersonal skills.
Working Conditions:
- Primarily office-based with occasional travel to different office locations for coordination and project management.
- Regular interaction with a diverse group of attorneys, staff, clients, and vendors.