Position Summary:

A very busy small law firm in the Wheeling, WV area is looking for its first new team member to work part-time initially (two to three days per week) as an Office Coordinator.  Depending upon the firm’s needs, these hours can flex up or down as work demands change, but on average will be between 20 and 29 hours per week to start with the opportunity for the role to be full-time in the future. 

The Office Coordinator will play a crucial role in ensuring the efficient day-to-day operations of the law firm.  This new role will be responsible for coordinating administrative tasks, managing office supplies, and supporting two attorneys, among many other tasks and responsibilities.  The Office Coordinator contributes to a smooth workflow and a professional work environment, providing great customer service, accurate work, and meeting deadlines.

Position Preferences and Requirements:

The Office Coordinator must be very organized, maintain confidentiality at all times, be able to multi-task with ease, be anticipatory, listen well, and execute activities efficiently.  The ideal candidate must lead by example by showing respect, being trustworthy and honest, and remaining a positive attitude at all times.

Previous experience as a paralegal or as an administrative assistant/coordinator in the accounting/engineering/healthcare/finance/banking industries with similar amounts of multitasking and details or related roles will greatly help the ideal candidate and ramp up their learning curve.  Experience and proficient use of Adobe products and related signature and editing features, previous law firm management software (i.e., CLEO or others), eFax, Microsoft Office applications (Word, Excel, PowerPoint), and virtual communication software, such as Zoom, Teams, etc. are all preferred.  Proficient use and previous experience with using copiers, phone systems, and other communication tools and systems are essential.  Candidates must also be flexible, willing to work hard, show initiative, live the firm’s values and mission.

Key Responsibilities:

1. Manage the office/front desk activities, including greeting clients, answering phones, and handling mail.

2. Coordinate appointments/scheduling and meetings, ensuring schedules are organized and communicated effectively.

3. Oversee office supplies inventory and place orders as needed to maintain sufficient stock levels.

4. Assist in preparing legal documents and correspondence, proofreading, and supporting attorneys with administrative tasks.

5. Maintain and organize electronic and paper filing systems for efficient document retrieval.

6. Handle basic financial tasks, such as invoicing, expense tracking, and processing payments.

7. Collaborate with external vendors for office maintenance, equipment, and other related services.

8. Use and become a master user of all office technology tools, including, but not limited, Adobe e-signature, CLEO (firm mgmt. software), and Microsoft 360 and other tools as needed or directed.

9. Develop in writing and/or other methods to continuously update/capture all critical and priority office workflows and key processes.

10.  Completing, as much as possible, the transition of the firm to a fully automated and paperless firm.

11.  Use and master all other firm software and related tools.

12.  Perform any other related position duties and/or responsibilities as needed or directed by the Owners.  

Knowledge:

1. Understanding of basic legal terminology and procedures.

2. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and legal case management software.

3. Familiarity with office equipment and ability to troubleshoot basic technical issues.

Skills and Abilities:

1. Strong organizational and multitasking skills to manage various responsibilities simultaneously.

2. Excellent communication and interpersonal skills for effective interaction with clients and staff.

3. Attention to detail to ensure accuracy in document preparation and office tasks.

4. Ability to maintain confidentiality and handle sensitive information with discretion.

5. Problem-solving skills to address day-to-day challenges in a dynamic work environment.

Physical Demands:

1. Ability to sit for extended periods and perform tasks on a computer.

2. Lifting and carrying of office supplies weighing up to 20 pounds.

3. Mobility to move around the office and perform errands as required (internally and externally).

Compensation and Benefits:  

Compensation will be commensurate with experience level and will be in the range of $17 to $20 per hour initially pending relevant experience level.  Certain paid time off benefits will be available and other potential future benefits may be added, such as, but not limited to, a retirement plan and certain insurances as the firm grows.  The position also has the opportunity to have flexible work hours and the possibility, after a successful orientation period (6 months or greater), to be a hybrid position, with the ability to work from home one to two days per week, as long as the work is getting completed timely and accurately and meeting other operational demands/standards successfully. 

If you want a challenge and want to help grow an up-and-coming law firm grow, then this is your chance!  Please apply, by uploading a cover letter, resume, and a list of two (2) references or reference letters from individuals who have direct knowledge of you work and related capabilities by no later than March 30, 2024. 

Equal Opportunity Employer