JOB TITLE: Office Coordinator

FLSA STATUS: Non-Exempt

LOCATION: Tampa, Florida Office

SCHEDULE: M-F 8:30-5:00 (in office daily)

POSITION SUMMARY

The Office Coordinator is a full-time, non-exempt position based in our Tampa, FL office. This role is responsible for delivering exceptional administrative support and customer service by coordinating and providing administrative support for one or more offices. Spencer Fane offers an excellent benefits package and an opportunity to work in a challenging and collaborative environment.

POSITION RESPONSIBILITIES

• Handle all receptionist duties for the office, including answering phone calls, booking conference rooms, reserving visiting attorney offices, and greeting guests.
• Plan, manage, and coordinate time and working hours to accommodate admin and attorney requests and schedule.
• Coordinates with Director of Administration on Legal Administrative Assistant support issues.
• Build positive and productive relationships with leadership and peers, clients and Spencer Fane professionals in all functions at all levels.
• Keep projects running efficiently; keep all client information and case details up-to-date, send to-do reminders, assist with projects when needed, and take notes at meetings.
• Responsible for hospitality, including ordering food, setting up conference rooms, and coordinating Friday breakfasts.
• Assist with CLE-related tasks.
• Manage office maintenance and upkeep; set up maintenance requests when needed, meet with vendors, schedule appointments, order and stock supplies, stock conference rooms, maintain basic cleanliness in the office, and decorate for holidays/events.
• Assist Office Managing Partner with facilities issues.
• Assist attorneys and staff with special requests (i.e., copies, vendor requests, meeting invitations, etc.)
• Act as liaison with Director of Administration concerning issues in the office.
• Assist with supply orders.
• Coordinate with Office Services/Records personnel to ensure appropriate completion of tasks.
• Accept and log all incoming and outgoing mail, FedEx, UPS, and courier deliveries.
• Assist with projects as assigned.
• Interact positively with attorneys and staff in a fast -paced environment, remaining flexible, proactive, resourceful, and efficient.

QUALIFICATIONS / SKILLS

• 4-year degree in Business or related field preferred
• 3-5+ years working in a professional environment; experience in a law firm a plus
• Ability to communicate effectively and professionally to develop strong working rapport with others
• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel required; experience with project management tools such as SmartSheet preferred
• Excellent oral and written communication skills, strong problem-solving skills, and proactive business style essential
• Must be a detail-oriented self-starter with excellent customer service, time management, and organizational skills
• Must maintain a valid, current driver’s license

PHYSICAL REQUIREMENTS

• Position is somewhat sedentary in nature; often involves sitting but will also involve walking or standing
• Ability to occasionally or routinely lift up 10 - 20 lbs. required
• Ability to talk and hear required
• Ability to perform repetitive motions required
• Ability to sit, stand and walk required
• Ability to reach, lift, climb, balance, stoop and crouch required
• Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of employees.