Administrative Services & Operations Coordinator

Cooley is seeking an Administrative Services & Operations Coordinator to join the Office Administration team.

Position summary: The Administrative Services & Operations Coordinator is responsible for providing administrative support to the Director of Administration, Administrative Services Manager and/or Operations Manager, where applicable in all areas of day-to-day administration, office operations, and local staff recruitment. Responsibilities include, but are not limited to, the following:

Position responsibilities:

Office administration:

• Assist Director of Administration and office management (Administrative Services Manager & Operations Manager, where applicable) by opening and organizing their interoffice mail, responding to messages, screening phone calls, and drafting/updating correspondence, interoffice memoranda and emails
• Maintain Director of Administration's calendar, including coordination of meetings and events
• Schedule conference rooms and catering for various meetings
• Draft emails regarding office events, including but not limited to: Holiday Service Schedules, Holiday Party and Board of Director meetings
• Make and proactively track travel arrangements for office management to address travel issues as they arise
• Schedule regular office meetings as directed (secretary meetings, business professional meetings, manager meetings), including coordinating the conference room and catering needs. Take meeting notes, as needed
• Work closely with Social Impact & Sustainability team, local Director of Administration and assigned managers to identify, design and promote various local charitable causes to be sponsored by the office
• Develop and/or update various administrative forms, as requested
• Create and maintain local files, such as working admin files and vendor files
• Provide assistance to other local and non-local department managers, as needed
• Review content of and update office page on CooleyNet. Assist in creation of local office weekly newsletter
• Assist Partner-in-Charge and/or Director of Administration with special projects, as needed

Local human resources and non-exempt recruiting coordination:

• Assist office management with recruiting process for local office services/facilities/admin/secretarial roles, including requisition preparation, placing ads on professional organization sites, interacting with legal recruiting agencies, scheduling interviews, assisting with reference checks on candidates and coordinating conflict and background checks on candidates
• Help coordinate interview schedules in Workday and on the interviewer's Outlook calendar. Follow up with interviewers to ensure they post their interview feedback in Workday
• Assist with preparing and sending offer and rejection letters/emails to those interviewed (or their agency)
• Assemble new-hire employee and NESP orientation materials
• Prepare new employee confirmation forms, as needed
• Generate and distribute orientation schedules to orientation team
• Audit and update all new hire and benefit materials as directed by central HR
• Participate in new hire orientation alongside office management as requested
• Collect and upload I-9 information
• Input new hire employee data into Workday and ensure Workday onboarding process is complete. Enter other employee data changes in Workday, as directed
• Collaborate with Director of Administration and central HR on coordination of local logistics for firmwide initiatives associated with various firmwide initiatives (e.g., health and wellness sessions and mandatory sexual harassment training)
• Champion and promote the local office sponsored health/wellness initiatives and programs
• Prepare and send all "x_change" change forms electronically for new hires, terminations, moves, transfers, support and title changes, as requested
• Assist with warehousing files, as needed
• Assist Director of Administration and/or administrative manager in the areas of secretarial and/or practice team assistant coverage and calendaring
• All other duties as assigned or required

Operations:

• Coordinate a variety of administrative duties to ensure excellent customer service within the Administrative, Facilities, and Guest Services departments
• Where applicable, assist guest services with conference and reception service responsibilities
• Perform various duties as a member of the office Emergency Response Team, including following proper notification procedures for any health and safety issue or problem, and maintaining roster of members
• Maintain checklist for new hire office setups
• Assist facilities/office services in monitoring the delivery, relocation, and/or set up of office furniture during office moves
• Maintain office floor plans and keep plan current with moves and changes
• Track maintenance schedules, updating the office Facilities page on CooleyNet, and assisting with ergonomic assessments

Event planning & office engagement

• Assist with organization and coordination of events for the office
• Participate in and help organize Activities Committee meetings, (where applicable), Cool Down events, DEI events and other miscellaneous events for the office
• Send flowers to employees and/or family of employees as directed by Director of Administration
• Assist with various employee recognition programs such as "Way-To-Go", employment anniversaries and birthday celebrations

Finance & reports:

• Print and organize monthly budget reports, financial statements and cost recovery reports
• Create and generate various special reports, as requested
• Code applicable office invoices and reimbursements for review and approval by Director of Administration or assigned manager
• Track expenses charged to the office Visa card and reconcile monthly statements for reimbursement
• Create Excel spreadsheets for a variety of special projects to track expenses

Skills & experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• 2+ year's previous administrative / HR experience (4+ for senior designation)

Preferred:

• Bachelor's degree in Business, Human Resource Management or related field
• Familiarity with state laws, procedures and regulations regarding employee compensation and benefits
• Prior law firm experience preferred
• Prior recruiting experience helpful

Competencies:

• Strong organization skills with ability to multi-task and manage shifting priorities
• Professional presentation and demeanor
• Reliable and cooperative manner
• Ability to work under time constraints and meet deadlines
• Ability to maintain high level of confidentiality and discretion related to all firm personnel and firm business
• Excellent attention to detail, oral and written communication and proofreading skills
• High level of initiative, diplomacy and tact

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $33.00 - $40.00 ($68,640.00 - $83,200.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. Senior level candidates may be considered for this position and would be eligible for a higher salary range based on experience.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.