Office Coordinator

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Office Coordinator provides professional and administrative support for assigned office and is responsible for ensuring the smooth operation on a day-to-day basis.  The Office Coordinator will work closely with the Regional Office Administrator (ROA) and other identified individuals and/or teams on office operations including facilities, mail services, hospitality, reception, security, records, IT hardware, and administrative support.

Essential Duties and Responsibilities: 

• As assigned and based on office location, welcome visitors in person or on the telephone and answer incoming calls, direct callers to appropriate personnel, greet visitors, and notify personnel of arrival of visitors.

• As assigned and based on office location, serve as first point of contact with the conference services and hospitality team for employees and all visitors.

• Understand and follow established office and security procedures for receiving visitors, packages, and Service of Process documents.

• Provide conference services support and cross train in all conference services areas.

• Assist with planning and execution (e.g., catering coordination and event setup) of internal office events including receptions, staff appreciation, Week of Service, social events, and on-site client meetings and events.

• Coordinate with Office Services, Records, and IT staff to ensure appropriate completion of tasks needing onsite assistance.

• As assigned and based on office location, provide support with office services, including mail, copying, scanning, binders, etc. in office locations where Epiq staff are not present.

• Assist with space allocation for visiting attorneys and meetings and provide local office information to visitors.

• Process office invoices, expense reports, and check requests in Chrome River

• Assist with office-specific aspects of new hire onboarding, including greeting new hires, obtaining access badges, assuring parking arrangements, and reviewing local office information.

Knowledge, Skills and Abilities:

• Ability to adapt in a fast-paced, constantly changing environment.

• Excellent interpersonal skills and ability to work effectively with all levels of personnel, both internally and externally.

• Strong knowledge of Microsoft Office Suite, conference room booking software, EMS, and Chrome River.

• Superior customer service skills and problem-solving ability.

• Ability to multi-task, meet deadlines, and shift priorities quickly.

• Ability to work independently and in a team setting.

Education and/or Experience:

• Associate degree in business; or equivalent combination of training, education, and experience.

• Minimum of two (2) years of experience in office operations or related field.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. 

This position description is intended to describe the general content of and requirements for the performance of the job.  The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com.

Equal Employment OpportunityTroutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, education, training, and/or experience.