Law Office Coordinator
Pittsburgh, PA (Oakland)
Salary Commensurate with Experience
This is a newly created position that is critical to the operational management of our busy and well-recognized business immigration law firm, overseeing daily administrative duties and ensuring that clients are served in a timely, professional manner.
Principal (Essential) Duties:
- Work collaboratively with Managing Partner to oversee office operations, including the following areas:
- Accounting (legal billing using QuickBooks On-line, including Legal Tracker, A/P, A/R, collections, budgeting, etc.)
- IT-related duties which may include acting as an office resource for Microsoft Suite, Cerenade, NetDocuments, telephone system and other software and government databases
- Payroll and HR-related duties which may include staff oversight, training, workflow management, vacation schedules and daily time entry, selection of vendors, policy updates, coordinating performance discussions, onboarding/departure, employee relations, etc. Monitor, track, and approve staff PTO requests, attendance, call-offs, etc.
- Marketing and practice development support, including in-person support at events.
- General Office Support such as responsible for copiers, printers, and FedEx account; mailings; monitoring and ordering office supplies; selecting menus and ordering food for office events.
- Interact, consult, and assist in selection process of third-party service providers such as accountants, payroll service, building management, recruiters, IT consultants, etc.
- Respond to prospective clients’ questions regarding firm services and fees.
- Prepare distinct types of written communications, correspondence and documentation.
- Manage firm calendar and appointments, tracking filing deadlines, appearances, meetings, and travel schedules.
- Maintain a professional and positive work environment by facilitating communication and information sharing.
- Adhere to and support legal and ethical standards for law firm management and to ensure client confidentiality.
- Communicate directly with corporate clients or governmental agencies.
Secondary Duties:
- Work as part of a team and assist coworkers and clients, as needed.
- Demonstrate an interest in learning about law firm management and business immigration law practices.
- Excellent verbal and written communication skills.
- Ability to interact with diverse client base in a professional and service-oriented manner.
- Advanced computer skills and comfortable learning new software programs. Experienced user of Microsoft Office Suite, QuickBooks, and databases.
- Comfortable wearing different hats, assuming different responsibilities and assisting others as the need arises.
- Strong organizational skills and detail-oriented approach to work.
- Ability to prioritize workload and deal with stress in a fast-paced work environment. Effective under pressure and high-volume situations with multiple priorities and deadlines.
- Analytical thinking and problem-solving skills.
- High level of confidentiality.
- Ability to interact with diverse client base in a professional and service-oriented manner.
- Advanced computer skills and comfortable learning new software programs. Experienced user of Microsoft Office Suite, QuickBooks, and databases.
- Comfortable wearing different hats, assuming different responsibilities and assisting others as the need arises.
- Strong organizational skills and detail-oriented approach to work.
- Ability to prioritize workload and deal with stress in a fast-paced work environment. Effective under pressure and high-volume situations with multiple priorities and deadlines.
- Analytical thinking and problem-solving skills.
- High level of confidentiality.
Requirements
- Minimum of 5 years of administrative office experience in a supervisory capacity.
- Law firm or professional services environment experience or familiarity with the USCIS processes considered a plus.
- Experience using QuickBooks and Microsoft Office Suite required. Knowledge of Paylocity or other payroll software considered a plus.
- Undergraduate degree in a related discipline. Legal training or paralegal education are considered a plus.
- Cultural awareness training, experience working with people from outside the U.S. and/or foreign language skills considered a plus.
We are an EOE.
