Operations/Administrative Coordinator

Hunton Andrews Kurth LLP, an international law firm, is actively recruiting an Operations/Administrative Coordinator in our Charlotte office. This position acts as initial point of contact and client service representative for office, clients and other visitors to the office. Provides reception, operations and administrative support for administrative teams, legal teams, clients and the firm. Identifies and recommends procedures to enhance department efficiency.

RESPONSIBILITIES AND ACCOUNTABILITIES

1. Operates duplicating and scanning equipment to copy, scan, collate, sort, reduce, enlarge and bind documents, including storing/burning to flash drives, production of Firm logo and preparation of related packaging. Ensures quality control of all work product and delivers completed work product to end users.  Prepares and processes UPS, certified and registered mail, applies appropriate client/matters numbers. Closes out the Operations Department on a daily basis. May deliver mail to Post Office, as needed.


2. Maintains and restocks an organized Operations Department, including copy center, satellite copy areas, IT Self-Service Center, supply closet, café.


3. Handles conference room setups, including audio/video setups, troubleshooting, and meeting refreshment details. Regularly restocks supplies and maintains order of conference rooms. Assists IT with hardware installations (printers, monitors and computers, etc.).  Assists with reserving office space for visiting firm attorneys and staff. Makes inquiries regarding computer needs and ensures appropriate set up is available. Engages IT support as needed.  Maintains conference room reservation schedules, monitors use of conference rooms and ensures all information is completed in conference room software.


4. Provides general administrative support for local and firm-wide departmental needs, projects, and initiatives, to include, but not limited to, Firm Administration, Firm Records and File Transfer projects, Human Resources, and Information Technology support.


5. Prepares and distributes expenses and vendor invoices for approval and payment by Accounts Payable on a daily basis. Assists with other general office tasks as requested.


6. Responsible for content creation for office digital signage to include drafting postings/graphics. Updates Charlotte office intranet page on a regular basis.


7. Assists with and coordinates various meetings and social functions for the office, firm, and clients, as requested.

QUALIFICATIONS

1. Education: High school diploma or equivalent required. College degree preferred.


2. Experience: Minimum of three years’ experience in a professional services office or other legal support experience preferred. Knowledge of Microsoft Office required.


3. Licenses, Certifications and/or Registration: Valid North Carolina Driver's license and reliable automobile.


4. Other Qualifications: Compliance with Firm in-office policy required. Exceptional written and verbal communication and listening skills. Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions. Accurate typing, word processing skills and ability to pay strict attention to detail. Spelling, punctuation and use of grammar must be of high quality. Must have strong organizational skills. Physical effort is required for long periods of standing and lifting of boxes weighing up to 50 pounds. Must be able to operate a hand truck to lift and transport items, including boxes or furniture, in excess of 50 pounds. Ability to work well under pressure, patience, diplomacy, high stress tolerance, ability to prioritize workload and adapt to changing conditions. Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage. Ability to sit or stand for extended periods of time. Ability to receive and convey detailed information through both written and oral communications. Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds. Essential competency processes include language ability, reasoning and memory. Ability to maintain flexibility regarding work assignments to work overtime on short notice required. Ability to work in a cooperative manner as a member of a team. To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

EEO/drug-free workplace/E-Verify participant/Veteran/Disability.

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