Office Operations Coordinator

Overview

 

Kelley Kronenberg is hiring an Office Operations Coordinator to join our West Palm Beach office!

 

This office is fast-paced, technology-savvy, and team-oriented. This is an excellent opportunity for an individual eager to make an impact and driven to exceed expectations. If you are interested in joining a growing team, this may be the job for you!

 

Summary:

The Office Operations Coordinator serves as the first point of contact for clients, visitors, and guests, delivering a professional and welcoming experience. This role is responsible for managing the firm's multi-line phone system, directing incoming calls, and providing administrative support to attorneys and staff. The ideal candidate is organized, resourceful, and customer-focused, with strong communication skills and a commitment to maintaining efficient day-to-day office operations.

 

Essential Responsibilities:

• Greet clients, visitors, and guests; determine the purpose of each person's visit and direct or escort them to the appropriate location.
• Answer visitors' questions, calls, and emails, and provide them with relevant firm information.
• Answer and route incoming calls on the phone system in a professional and friendly manner.
• Maintain reception areas, conference rooms, and all common areas in a clean and organized manner.
• Help maintain workplace safety and security by following proper protocols and procedures.
• Receive mail, documents, packages, and courier deliveries and distribute them accordingly.
• Log, scan, and process all incoming mail, including documents, checks, and other materials.
• Manage the office e-fax inbox and route all faxes accordingly.
• Manage the booking and use of office conference rooms.
• Assemble and send outgoing mail and packages, including subpoena packets, hearing binders, trial documents, and related materials.
• Process records and documents received through CDS, thumb drives, and ShareFile, and create copies as requested.
• Assist with trial preparation, including assembling trial binders as requested.
• Maintain office inventory for supply rooms, common areas, snacks, and kitchen supplies.
• Assist with office, firm, and team initiatives, including events, breakfasts, and celebrations.
• Perform administrative and clerical support tasks as requested (printing, scanning, copying, mailing, etc.).
• Assist with the execution of Office Services team initiatives and projects.

Skills and Competencies:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite and related software.

Position Type/Expected Hours of Work:

• This is a full-time position.
• Standard days and hours of work are Monday through Friday, 8:15 a.m. EST to 5:15 p.m. EST.
• The position may require the ability to work overtime when needed.

Required Education and Experience:

• High school diploma or equivalent required.
• 1+ years of prior legal office experience.

Perks of Working at Kelley Kronenberg:

• Competitive Salary with Yearly Bonus!
• Company-Paid PPO Health Insurance + Dental & Vision Options
• Generous Paid Time Off + Floating Holiday and Mental Health Day
• 401(k) Retirement Plan with Employer Match
• Diverse, Equal & Inclusive Work Environment
• Ongoing Support & Professional Career Development

All inquiries will be kept confidential.

Kelley Kronenberg is currently not accepting resumes or referrals from search firms for this position.

Kelley Kronenberg is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.