4617 - Office Administrative Coordinator

The Office Administration Coordinator is responsible for projects and activities that support the operations in a designated office. This position will also act as an office liaison to clients, firm personnel, and firm leaders. An onsite arrangement is required for this position.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you're someone who's looking toward the future, we'd love to hear from you.

Location: Albany, NY

• Work cooperatively and collaboratively with the Regional Administrators, Office Administrators, functional area leaders and other members of firm administration in meeting team goals and in developing and implementing firm initiatives, policies and programs. Responsible for the effective communication of programs to office personnel.
• Collaborate with attorneys to ensure that staffing levels are appropriate and guiding staff to effectively utilize local and central resources to ensure timely completion of work and deadlines are met.
• Promote teamwork and collaboration among office personnel.
• May be called upon to provide back up support to the PA's when necessary.
• Back up Office Services and Records coverage.
• Represent the office on the firm wide Business Continuity and Disaster Recovery team. Serve as local Crisis Team Leader, responsible for leading and directing personnel during an emergency situation.
• Serve as the guest experience coordinator or provide back up support as needed.
• Assist HR with the recruitment and onboarding of staff; review resumes, participate in the interview process, administer pre-hire assessments, and participate as equal in hiring decisions. Assist with the development and coordination of new hire orientations, including identifying immediate and future training needs, by being the local facilitator; prepare orientation materials and process new hire documentation; participate in orientation meetings as required.
• Assist with onsite activities related to lateral attorney hiring efforts for the office.
• Serve as local operations point person and work in collaboration with the firm's functional areas to ensure timely and efficient delivery of services and support for the local office. Determine needs to implement initiatives on behalf of the functional areas. Identify logistical details, plan and implement to fulfill project goal.
• Coordinate local Facilities, Information Technology, Marketing, and Human Resource matters; assist in implementation of new policies, procedures or timely resolution of issues as needed.
• Initiate and manage social, community service and sustainability programs in keeping with the firm's values and strategies. Serve as local coordinator on firm sponsored events such as client marketing events.
• Coordinate and follow established accounting procedures for IOLTA trust accounting and other check requests, reward and recognition gift card and other reward prize distributions, and petty cash, where applicable.
• Work with building management and outside vendors for cleaning services, office repairs, security, orders and deliveries.
• Report regularly to RA on team goals, objectives, projects and accomplishments.
• Perform all duties accurately and in a timely manner.
• Perform other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 3-5 years of office experience required, preferably within a law firm or professional services environment.
• Bachelor's Degree required. Work experience in lieu of a degree will be considered.
• Ability to maintain confidentiality.
• Demonstrated organizational skills with attention to detail.
• Strong oral, written, and interpersonal communication skills.
• Ability to build and maintain collaborative relationships with peers.
• Ability to work as a team player.
• Ability to express ideas effectively to individuals and groups.
• Ability to coordinate multiple assignments concurrently.
• Ability to work independently with minimal supervision.
• Skillful in investigating and analyzing problems, seeking clarification and support where needed, and reporting to supervisors when appropriate.
• Ability to be flexible regarding work responsibilities and processes, and to perform well under deadlines and other stressful situations.
• Ability to use Microsoft Office Suite including Excel and Power Point proficiently.Strong working knowledge of CMS, Outlook calendaring, and Interaction required.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• Albany, NY: $70,500 to $104,500

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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