Office Coordinator

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s London office has more than 30 transactional and dispute resolution lawyers with deep industry knowledge and strong commercial sense. Our core strengths are in corporate, energy, finance, international dispute resolution, and shipping, and we partner seamlessly with our colleagues across the firm to serve clients worldwide. To accommodate our growth in London, we relocated in 2019 to a larger office at 1 New Fetter Lane in the heart of the legal district. Our strong presence in London allows us to link clients operating in the world’s interconnected energy and finance markets. Our office is recognised in the legal directories Chambers and Partners UK (Chambers and Partners) and Legal 500 UK (Legalease) for its areas of focus. Our talented team is fluent in 14 languages and provides clients with broad English law capabilities. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

This non-exempt position is responsible for the general administrative activities of the office.

Essential Duties

Assist attorneys and appropriate professional staff with day-to-day operational needs.

Accounting:

• Assist the OA/OS in submitting office-related invoices through Chrome River.

Administrative Services:

• Perform task administrative services areas, including receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations.
• Coordinate arrangements for office functions and client and firm-related meetings.
• To act as another back up for Receptionist and be able to maintain and set-up conference rooms and other equipment, (scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately.
• Maintain Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.

Attorney Recruiting:

• Assist OA/OS in coordinating Attorney Integration efforts for the office.

Attorney Development:

• Assist OA/OS in coordinating Language lessons for Attorneys.

Facilities:

• Coordinate cleaning schedule with cleaning company including deep cleans, carpet cleaning etc.
• Work with the OA/OS to ensure all facilities vendors carry out maintenance schedules.
• Prepare offices and workstations for new hires and assist with inter-office moves.
• Coordinate and prepare visitor offices as required.
• Work with the OA/OS to maintain ongoing relations with building management.
• Coordinate air conditioning requests and other office maintenance with building management.
• Coordinate recycling program with building management.
• Liaise with building management for use of parking as required.
• Handle building and suite security issues.
• Assist with coordination of office space within our suite.
• Assist with ensuring the Wellness room is regularly checked.

Human Resources/Benefits:

• Assist with gathering of new hire paperwork process and coordinate on boarding process under the direction of the OA/OS.
• Coordinate meetings for new employees with Pension adviser under the direction of the OA/OS.
• Coordinate monthly birthday celebrations under the direction of the OA/OS.
• Coordinate annual benefits education for employees under the direction of the OA/OS.
• Assist with coordinating annual flu shots and other initiatives under the direction of the OA/OS.
• Assist with coordinating special events (Staff Appreciation Day, Summer Party, Holiday Party and ad hoc events) and gifts (get well, new baby, sympathy, etc.).
• Assist with coordinating information for the office information for the Firm newsletter.

Information Systems and Training:

• Assist IT with office computer issues.
• Assist with issuing temporary security passes.

Other Duties

• Coordinate Fire Warden and First Aid Training.
• Coordinate monthly information for DEI newsletter.
• Perform other related duties as needed or assigned.

Reporting Relationship

The Office Coordinator reports directly to the assigned OA/OS.

Qualifications

Knowledge/Experience

The Office Coordinator should have two to three years administrative law firm or professional services experience preferred.

Skills

Position requires flexibility, creativity, organizational ability, sensitivity to peoples’ needs, and excellent listening skills. Ability to communicate appropriately (verbal and written). Must model the Firm’s culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.

Education

Bachelor’s degree, or equivalent work experience. 

Physical Demands:

Must be able to move around the office up to 45% of the time to make copies, fax, file, etc. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office Environment. Travel may be required.

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