Office Administrative Coordinator

Position Summary

The Office Administrative Coordinator supports the office by providing administrative, operational, and logistical coordination across a variety of functions. Serving as a key resource for office leadership and employees, this role facilitates the daily business activities and supports the delivery of high-quality internal service. This role reports to the Business Director and is based in the Aspen, CO office on a hybrid basis, with regular in-office presence required for day-to-day operations, team meetings, training opportunities, and relationship building.

Key Responsibilities

• Administrative/Facilities Support
  • Greets guests, monitors physical access to the office, and promptly notifies team members in accordance with security protocols
  • Coordinates department meetings, vendor visits, and special arrangements for visitors
  • Coordinates employee office activities and events including conference center coordination, scheduling, catering, set up and cleanup
  • Manages daily, weekly, monthly conference room reservations calendar and office visit requests
  • Works with the local marketing team and events team to support attorney requests related to events
  • Assists in the deployment of programs and events hosted/sponsored by the firm, such as webinars, seminars and other events, including assisting with the development and production of marketing materials and on-site logistics
  • Coordinates daily maintenance needs of the office as needed and in conjunction with office services
  • Coordinates, oversees, and/or performs a wide variety of administrative and program support activities on behalf of Shareholders, Directors, and/or Managers as requested
  • Procures and maintains office supplies from approved vendors, ensuring adherence to budget guidelines
  • Assists with expense reporting, invoice processing, and reconciliation of Firm credit card accounts
  • Oversees office equipment and supervises subcontracted vendors (e.g., copier services, electrical, HVAC), including coordinating service and monitoring vendor activities
  • Administers the office security system
  • Assists office leadership and employees by providing information, answering questions, and assisting with special requests
  • Acts as backup for office services personnel
  • Performs additional duties and responsibilities as assigned, including assisting other offices
• LSS Support
  • Provides administrative, document management, DocuSign, and notary support for the Franchise practice group
  • Assists with the preparation, processing, execution, distribution, and maintenance of legal documents
• Technology Support
  • Coordinates technology equipment, mobile device, and virtual meeting support activities with internal and external technology resources
  • Sets up and supports employee workstations, office technology equipment, and audio-visual systems
• Records Management Support
  • Coordinates physical records storage, retrieval, transfer, and disposition activities with centralized records management teams
  • Serves as a liaison for records-related requests and records management activities

Skills & Competencies

• Excellent interpersonal and communication skills (oral and written), professional demeanor, and presentation
• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
• High attention to detail, outstanding organizational skills, and the ability to manage time effectively
• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented
• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
• Recognize confidential, sensitive, and proprietary information and maintain confidentiality
• Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others

Education & Prior Experience

• High school diploma required; Bachelor's degree or equivalent experience preferred
• A minimum of 5 years of administrative experience required

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook
• Exceptional computer skills with the ability to learn new software applications quickly
• Understanding of AI capabilities, limitations, and responsible use in a professional environment
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality

Pay & Benefits

• Expected pay range: $41.03 to $48.72 per hour (actual pay adjusted based on experience, location, and other job-related factors permitted by law)
• Full time employees may be eligible for a discretionary bonus
• Health insurance with an optional HSA
• Short term disability and long term disability
• Dental insurance, vision care, and life insurance
• Healthcare and Dependent Care Flexible Spending Accounts
• 401K
• Vacation, sick time, and an employee assistance program
• Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance, and pet insurance
• Commuter and Transit programs may also be available in certain markets