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Maynard Nexsen · 16 hours ago

Office Coordinator

Nashville, TN 37203

Full-time

Onsite

New Grad, Entry Level

Maynard Nexsen is seeking an Office Coordinator to create and maintain a pleasant work environment while assisting attorneys with case management. The role involves administrative case management, scheduling, and providing general support to employees, ensuring effective communication and organization within the office.

Law EnforcementLegalProfessional Services

Responsibilities

Supporting attorneys with a variety of duties, including drafting correspondence and communicating with clients, other legal counsel, and professionals

Filing and records management – e.g., organizing client files, trial binders

Scheduling court reporting and videographer services

Formatting briefs, pleadings, and other legal documents in accordance with court rules

Filing legal documents (e-filling skills are highly preferred)

Corresponding with clients

Perform administrative duties (calendar hearings and deadlines, organize case files, manage logistics, conflict checks, etc.)

Knowledge of or willingness to research court rules and procedures

Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping

Schedule meetings and appointments

Organize the office layout and order stationery and equipment

Maintain the office condition and arrange necessary repairs

Partner with HR to update and maintain office policies as necessary

Organize office operations and procedures

Coordinate with IT department on all office equipment

Ensure that all items are invoiced and paid on time

Manage contract and price negotiations with office vendors, service providers and office lease

Prepare/Distribute Billing for assigned Billing Attorneys

Manage office General and Administrative budget, ensure accurate and timely reporting

Serve as office receptionist and provide general support to visitors

Assist in the onboarding process for new hires

Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

Liaise with facility management vendors, including cleaning, catering and security services

Plan in-house or off-site activities, like parties, celebrations and conferences

Performing tasks assigned with accuracy and promptness including e-filing, e-service, and document production downloading

Reviewing daily voice mails to assure timely responses to all inquiries

Answering and directing incoming calls and making outgoing calls as needed

Managing daily incoming and outgoing mail

Processing payment and bank deposit records

Copying, scanning, faxing documents

Managing data entry and preparing spreadsheets

Keeping office organized, restocked, and maintained (lobby, conference rooms, copier room, supply room, file room, break room)

Ordering office supplies as needed

Qualification

Microsoft Office SuiteLegal industry experienceE-filing skillsOffice equipment proficiencyAdministrative skillsCustomer service attitudeMultitasking skillsCommunication skillsOrganizational skillsProblem-solving