Administrative Support for Social Work/ Legal Office

Job Summary

The Office Coordinator provides critical administrative and operations support for the entire organization. As the central hub of the office, the Office Coordinator will handle everything from reception and scheduling to managing court calendars, filing client materials, and maintaining organizational systems. The Office Coordinator ensures smooth communication across the team and helps foster a welcoming environment for visitors and staff. This role requires a proactive, detail-oriented team player who is dedicated to supporting both the office’s operational needs and the well-being of the older adults and people with disabilities whom we serve.

Key Responsibilities:

• Reception & Communication: Respond to phone and email inquiries courteously and facilitate the sharing of information between clients, staff, and external parties.

• Client & Court Case Management: Manage court calendars, file court orders, create and maintain client profiles in various software programs, and support new client onboarding and discharge processes.

• Information & File Management: Maintain organized electronic and paper client files, ensure inbound mail is processed expediently and accurately, and recommend improvements for record management.

• Administrative Support: Assist the Care Management and Estate Management teams by faxing and scanning documents, obtaining vendors and service providers, and maintaining communication with stakeholders.

• Scheduling & Calendar Management: Maintain the office’s administrative calendar, including court appointments, staff time off, on-call rotations, and holidays.

• Office Environment Management: Ensure the work environment is clean and organized by managing office decor, supplies, and daily cleanliness tasks such as dusting, garbage removal, and vacuuming.

• Software & Technical Proficiency: Utilize software programs such as QBO, RingCentral, Google Docs, and MS Word/Excel to manage client data, update spreadsheets, and track information.

• Special Projects & Office Improvements: Support the Operations Manager with accounting and billing-related tasks, assist with special projects assigned by the Managing Director, help with event planning and company meetings, and contribute to policy and procedure manuals.

• Office Systems & Vendor Management: Plan office layout, manage relationships with vendors, and ensure supplies are restocked as needed.

• Record Management: Establish uniform procedures for document retention, protection, retrieval, and disposal.

General Accountabilities:

• Maintain strong relationships with customers and external vendors.

• Assist with other related duties as requested or assigned to ensure the smooth operation of the organization.

Job Qualifications:

• Minimum Education: Associate’s degree

• Minimum Experience: 1-2 years in an administrative coordination role

• Preferred Experience: 3 years, or equivalent combination of education and experience

• Skills: Proficiency in Microsoft Word, Excel, Adobe Acrobat,  Google Suite, and familiarity with office software such as QuickBooks and RingCentral.

• Preferred Requirements: Valid driver’s license and personal vehicle for running occasional office-related errands such as trips to the bank or office supply store.

Starting Pay: $17.00 - $20.00 contingent on experience

Benefits:

• Medical, Dental, and Vision insurance
• Merit bonuses
• Employee assistance program
• Life and disability insurance
• Paid time off, including vacation and sick days
• Professional development stipend
• Retirement plan
• Lifestyle Spending Account ($300 annually)
• Company sponsored social events
• Pet friendly work environment
• Pet insurance discount
• Generous coffee, tea, and snack bar

Schedule:

• Office-Based Position at 1329 West Loyola Avenue 60626
• Monday to Friday 9am-5:30pm