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Workplace Services Coordinator (Legal)

Location: Phoenix, AZ, United States
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Description

Overview

The Workplace Services Coordinator will be a hands-on administrative coordinator and positive role model that demonstrates the ability to balance and execute both tactical and project related responsibilities.  They will work closely with the Office Director to attain the office goals, develop effective working relationships with internal client base, and implement processes/schedules to ensure effective and efficient day-to-day operations of the office. This role will help support the practice groups on ad hoc projects such as proposals and coordinating events with clients. 
This position reports to the remote Office Director.   The individual in this role will be expected to be in the office 5 days/week for 4 weeks of training and then can work remotely 2 days a week after training. 
Job Responsibilities:  
Practice Case Support
  • Assistance with various business development activities such as conference and presentation preparation.
  • Maintain case files and client relationship database, extracting data, and creating custom reports.
  • Project related support to various teams assisting with Document, Data Entry, Scheduling, and Report Support.
  • Review and organization of case documents and conflict checks.
  • Assistance in preparation of receipts and disbursements databases, comparative financial analyses, and invoicing.
  • Special projects as needed as it pertains to case analysis.
  • Required to come into the office for WPS coverage as needed
  
Workplace Services Coordinator: 
  • Facilities coordination and building management point of contact.
  • Onboarding and offboarding new hires.
  • Vendor management including accounts payable, budgeting.
  • On-site video and conference room technology support and acting as a resource for firm technology.
  • Day-to-day office operational support including oversight of hoteling processes.
  • Coordinates weekly meetings.
  • Event planning and execution for both internal and external events. Events typically require after-hours on-site support.
  • Coordinate special workplace services projects.
Skills: 
  • Reinforcing team success and office culture.
  • Proactive and engaged approach.
  • Collaborative style with an ear toward communications.
  • Flexible attitude and adaptable to changing circumstances.
  • Energetically embraces new responsibilities and technology.
  • Demonstrate intermediate to advanced PowerPoint skills and intermediate Excel skills, experience with Microsoft Teams is a plus.
  • Comfortable with technology, both learning new applications and being a resource in support of others.
  • Provide exceptional client service to visitors, candidates, and employees with a positive, upbeat and “roll up your sleeves approach”.
  • Be a proactive and creative problem solver that can think outside the box, work independently, and seek guidance when appropriate.
  • Demonstrate attention to detail, follow through on assignments to completion, and multi-tasking in an environment with rapidly changing priorities.
  • Demonstrate strong time management, project management and organizational skills.
  • Exhibit excellent written and oral communication skills with a confident and clear communication style and ability to handle sensitive information and preserve confidentiality.
  • Research, summarize and communicate important details.
  • Be flexible and willing to work overtime.
Qualifications
  • BA degree, preferred.
  • Minimum of three years of experience in a professional services environment, preferably consulting or legal, with an emphasis on customer service. Previous supervisory experience required.
Candidate must be able to submit verification of his/her legal right to work in the United States, without company sponsorship.   
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