Operations/Administrative Coordinator

Hunton Andrews Kurth LLP, an international law firm, is seeking an Operations/Administrative Coordinator for our Charlotte office. This role serves as the initial point of contact and client service representative, providing reception, operations, and administrative support to administrative teams, legal teams, clients, and the firm.

Responsibilities

• Operate duplicating and scanning equipment to copy, scan, collate, sort, reduce, enlarge, and bind documents, including storing/burning to flash drives, producing firm logos, and preparing related packaging. Ensure quality control and deliver completed work to end users.
• Prepare and process UPS, certified, and registered mail, applying appropriate client/matter numbers. Close out the Operations Department daily and deliver mail to the Post Office as needed.
• Maintain and restock an organized Operations Department, including the copy center, satellite copy areas, IT Self-Service Center, supply closet, and café.
• Handle conference room setups, including audio/video configurations, troubleshooting, and meeting refreshments. Regularly restock supplies and maintain conference room order.
• Assist IT with hardware installations (e.g., printers, monitors, computers) and reserve office space for visiting firm attorneys and staff, ensuring appropriate setup.
• Maintain conference room reservation schedules, monitor usage, and ensure all information is updated in conference room software.
• Provide general administrative support for local and firm-wide departmental needs, projects, and initiatives, including Firm Administration, Records and File Transfer, Human Resources, and IT support.
• Prepare and distribute expenses and vendor invoices for approval and payment by Accounts Payable daily. Assist with other general office tasks as requested.
• Create content for office digital signage, including drafting postings and graphics. Update the Charlotte office intranet page regularly.
• Assist with and coordinate various meetings and social functions for the office, firm, and clients.

Requirements

• High school diploma or equivalent required; college degree preferred.
• Minimum of three years’ experience in a professional services office or other legal support experience preferred.
• Proficiency in Microsoft Office required.
• Valid North Carolina Driver's license and reliable automobile.
• Compliance with firm in-office policy required.
• Exceptional written and verbal communication and listening skills.
• Ability to exercise initiative in problem-solving and make sound decisions with minimal instruction.
• Strong organizational skills, attention to detail, and accurate typing, word processing, spelling, punctuation, and grammar.
• Physical ability to stand for long periods, lift boxes up to 50 pounds, and operate a hand truck for items exceeding 50 pounds.
• Visual acuity for transcription, extensive reading, and moderate to advanced keyboard usage.
• Ability to sit or stand for extended periods, lift/carry/reach/stoop/bend repetitively for filing or moving supplies (5-10 pounds).
• Flexibility to work overtime on short notice and collaborate effectively as part of a team.