Office Coordinator

Mackie Wolf Zientz & Mann is looking for an office coordinator to join our team to help keep our very busy office {and legal staff} in order!

Summary/Objective

Achieve Firm organizational efficiency by maintaining in-office administrative procedures and functionality, including incoming correspondence and communications for the Little Rock Office.

Essential Functions

• Coordinate administrative functions of the Little Rock office space, contacting building management timely for maintenance concerns.

• Ensure a personal and friendly experience for anyone coming into the office, maintaining complete accessibility in both availability and warmth of character: Check-in clients, guests, and others into building/floor per Firm’s security policy.

• Ensure office efficiency by maintaining appearance and functionality of all common areas, including maintenance of office equipment for uninterrupted function.

• Manage incoming correspondence to the Firm, including timely distribution of incoming mail (USPS, UPS and FEDEX).

• Coordinate with the Team to assist with outbound mail (USPS, UPS and FEDEX).

• Coordinate with the Team to assist with the copying, scanning and uploading of documents into the case management system.

• Maintain common office schedules, such as conference room schedules, kitchen clean-outs, moves, adds and changes to workstations, providing answers, resources and solutions as requested.

• Provide administrative support to additional departments as needed.

Qualifications

• High School Diploma or equivalent (higher education in business related field a plus).

• Minimum of 3 years strong reception/office support experience in a professional/corporate environment (mortgage banking experience a plus).

• Must be able to conduct professional telephone contact and accurate data entry in a high-volume environment.

• Proficient in MS Word, Excel, and PowerPoint.

• Must be PC literate and able to rapidly adapt to a variety of database systems.

• Strong communication skills (verbal, non-verbal and written).

• Competence in multi-tasking and organized environment where confidentiality is critical.

CHARACTERISTICS:

• Positive attitude and professional image at all times

• Able to work cohesively with others or independently with little supervision

• Highly dependable (regular in-office attendance, daily responsibilities/tasks, and project deadlines)

• Competent in multi-tasking, prioritization, and maintain confidentiality

• Good decision maker. Understand when to take initiative or seek manager’s input

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of 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.

Working conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is low to moderate. Duties are performed indoors / office environment.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Significant physical abilities include lifting up to 15 lbs. /carrying/sitting/standing for long periods of time, reaching/handling, talking/hearing conversations, near/far visual acuity/depth perception/field of vision. Specific vision abilities required by this job include close vision such as to read hand written or typed material and the ability to adjust focus. This position requires the individual to meet multiple demands from several people and interact with the public, government agencies and other staff.

Position Type and Expected Work Hours

This is a full-time in-office position. Days and hours of work are normal business hours, or Monday through Friday, 8:00 a.m. to 5 p.m. Employee must maintain reliable transportation to meet regular in-office work schedule requirements.

Supervisory Responsibilities

This job has no supervisory responsibilities.