Senior Coordinator, Administration

The Senior Coordinator, Administrator in our Houston office requires a dependable, self-starter with the ability to provide a high-level of customer service to support the office initiatives and personnel. The senior coordinator is expected to be in the office Monday through Friday from 8:30 AM to 5:00 PM and ideally is flexible to extend the hours as needed for events or meetings. This role reports to the Office Administrator and is non-exempt with eligibility for overtime pay when appropriate.

• Coordinate logistics for administrative meetings and events, including engagement events, holiday party, etc.

• Assist Office Administrator with coordination and execution of firm sponsorships, client development and entertainment tickets, and other client events

• Serve with OA on planning committee for community events and initiatives such as MS150

• Support onboarding and offboarding of Houston office personnel

• Assist OA in overseeing support staff personnel, including managing tracking, back up coverage, time off requests, and other personnel matters

• Coordinate with building management as needed regarding routine and non-routine needs

• Work with facilities to address maintenance requests related to upkeep of space, including but not limited to signage, art, furniture, etc.

• Assist with administration of employee parking contracts including coordinating with building management and payroll teams

• Prepare budgets and assist in securing vendors for Houston office events; assist the Office Administrator with office budget preparation and tracking

• Reconcile invoices and process payment in online expense management system

• Organize vendor agreements and manage contact information

• Manage requests for visiting attorney offices and firm condo

• Assists with the scheduling of conference rooms utilizing online tools and works with practice coordinators, conference room attendants, and IT personnel to ensure seamless client services including but not limited to arrangements for food orders, video conferencing, and computer equipment

• Assists with administrative duties as requested

Other duties

Please note this job description does not cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

• 3+ years of customer service or reception experience in a large office environment, preferably in a professional services firm

• High school diploma required; Bachelor's degree preferred

• Event coordination experience a plus

• Excellent written and oral communication skills

• Proficiency in Microsoft Office Suite

• Professional, positive attitude and strong commitment to customer service

• Demonstrate initiative, strong work ethic, and willingness to learn new skills

• Takes ownership of the job and is flexible to work overtime, as needed

• Attention to detail a must

• High regard for confidentiality

• Reliable and punctual