Administrative Coordinator

About Us

Finnegan is more than just a law firm – we are a powerhouse of innovation and strategy growth. We pride ourselves on providing top-tier intellectual property services globally. Our success is rooted in our emphasis on relationships with our clients and each other. We care about every individual, and it is why many professionals have spent their entire careers at Finnegan.

Role Overview

The Administrative Coordinator will create a positive first impression as a representative of the firm. This position will greet and screen visitors, answer, and direct calls to the appropriate personnel, and schedule and coordinate conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. The Administrative Coordinator will also provide general administrative support to firm management to ensure efficient operation of the administrative operations of the firm.

Responsibilities

• Reception Duties
  • Utilizes knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
  • Greets and screens clients and visitors, referring to appropriate person, coordinating necessary services or office space as necessary
  • Maintain visitor logs and fobs for guests, visitors, and temporaries, as needed; assists to ensure security procedures are followed and other logs/records are kept.
  • Maintains parking validation records and appropriately validate parking, if needed
  • Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
  • Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed
• Meeting and Conference Room Scheduling
  • Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
  • Makes travel arrangements, working with in-house travel agency, hotels, conference centers, etc., as needed
• Administrative Assistance
  • Draft and prepare general correspondences, memos, slideshows, charts, tables, graphs, etc. and make applicable changes as needed
  • Review and take appropriate action on correspondence, emails, and faxes, etc.
  • Processes firm financial documents, invoices, check requests, travel vouchers, SunTrust, and American Express reconciliation, etc. and works with Accounts Payable team to resolve any issues
  • Performs internet searches and compiles information for research projects as required
  • Provides special project assistance to firm personnel as needed