The Administrative Coordinator supports the department by performing advanced duties, ensuring completion of deliverables and adherence to company Best Practices and Service-Level Agreements, and assisting with high-level correspondence on behalf of managers.

The Administrative Coordinator reports directly to the Operations Manager

 Pay Rate: 20.00/hr 

Available Shifts

Hours: 7am – 4pm EST

Hours: 10am – 7pm EST

Hours: Floating Shift Coverage 7am – 7pm (standard is 8am – 5pm EST)

Key Administrative Coordinator Accountabilities

·       Act as Workforce Coordinator under direction of Operations & Attorney Managers – Assist with attorney onboarding/offboarding, directives, and communications

o   Track attorney attendance of virtual meetings

o   Assist with onboarding/offboarding of salary and of-counsel attorneys

o   Coordinate with Executive Assistant and Attorney Managers on attorney travel arrangements

o   Oversee Teams chats and report coaching opportunities to management and add/remove members as needed

o   Preparation & distribution of Attorney Weekly Quality and Attrition Reports

o   Approve Attorney payroll (time & attendance) in Insperity

·       Responsible for Calendar Management Best Practices – Oversee attorney calendars in accordance with company Calendar Management Best Practices      

o   Calendar Management, including Daily Calendar Check & Calibration of Department Calendars

o   Establish calendars for new hires and activating them in the company CRM

o   Monitor and adjust attorney calendars as needed

o   Coordinate multiple attorney calendars at the state level to ensure appropriate coverage

o   Coordinate coverage for urgent and planned time off

o   Ensure appropriate use of resource attorneys

o   Block off times for holidays, training, meetings, and as directed by management

o   Act as company/department liaison regarding attorney schedule/availability

o   Process Spiceworks tickets and proxy attorney time off requests

o   Organize department meetings from Level 10 to-do list

·       Oversight of Attorney Deliverables Management – Ensure all attorney deliverables are completed in accordance with company Service-Level Agreements

o   Monitor attorney progress on deliverables daily

o   Coordinate completion of deliverables when an attorney is out of office

o   Follow-up with attorneys to request completion of deliverables on a daily basis

o   Track completion of deliverables in accordance with service-level agreements and report to management on a weekly basis

o   Monitor outstanding file review reports and progression toward monthly goal and report to management on a weekly basis

o   Investigate and report on feedback provided by affiliates

o   Communicate with attorneys on deliverables that need urgent attention outside of the standard process as directed by management

o   Facilitate attorney appointments and offer approvals that cannot be scheduled through normal channels

·       Oversight of Attorney Case Management - Ensure attorney cases are completed in accordance with company Service-Level Agreements

o   Monitor Attorney Request cases opened on a daily basis

o   Escalate cases to when appropriate action isn’t taken and/or follow-up is needed

o   Provide updates to attorneys as tasks are completed

o   Track trends in cases and report to management

·       Miscellaneous

o   Attend company meetings and events

o   All other duties as assigned

Required Skills & Abilities:

• Proven ability to analyze complex problems, identify root causes, and implement practical, scalable solutions.
• Skilled in investigating operational issues, conducting fact-finding, and developing clear action plans.
• Demonstrated experience in process improvement, workflow optimization, and eliminating inefficiencies.
• Comfortable managing cross-functional operational tasks, ensuring accuracy, compliance, and timeliness.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal skills with the ability to communicate in a cross-departmental setting.

Education & Experience:

• 2-3 years of administrative coordination experience in a legal, corporate, or professional services environment.
• Strong organizational and calendar management skills, with the ability to coordinate multiple schedules and ensure coverage across teams.
• Experience tracking deliverables and performance metrics to meet Service-Level Agreements (SLAs) and reporting requirements.
• Excellent communication and interpersonal skills, with professionalism and discretion when working with attorneys, managers, and executives.
• Technical proficiency with CRMs, Microsoft Office Suite, Teams, and workforce/payroll systems (e.g., Insperity).