Administrative Services Coordinator

• Serve as the primary in office contact, ensuring all clients, visitors, and partners experience a welcoming, polished, and professional environment.
• Oversee office management functions including inventory, vendor coordination, equipment readiness, and workspace optimization.
• Lead setup, facilitation, and teardown for client meetings, internal events, and retreats with minimal supervision.

• Provide advanced administrative and operational support to the Administrative Services Manager and senior leadership.
• Use the CORE system for project setup, time entry oversight, project updates, billing coordination, and reporting.
• Independently gather, analyze, and synthesize data from records, minutes, correspondence, and reports for decision making and planning purposes.
• Respond to internal inquiries with a high level of professionalism, discretion, and problem solving capability.

• Manage complex scheduling needs for partners and support firmwide scheduling, including prioritization, conflict resolution, and preparation of meeting materials. 
• Provide polished executive level support such as drafting correspondence, preparing documents, organizing information, and maintaining task follow ups. 
• Anticipate leadership needs, prepare ahead of deadlines, and support executives with strong judgment and confidentiality.

• Partner with administrative colleagues and cross functional teams to ensure operational continuity, workflow clarity, and dependable support for client facing teams.
• Serve as a resource for account services by supporting project workflow coordination, information gathering, deadline tracking, and client service activities.
• Promote a collaborative, inclusive, and solutions oriented workplace culture. 

• Assist with financial tasks including invoice preparation, deposits, reporting, reconciliations, and other accounting duties as assigned.
• Manage project documentation, entry, and workflow tracking to support internal processes and client deliverables.
• Identify inefficiencies and suggest process improvements related to billing or project operations.

• Demonstrate strong critical thinking and decision making skills, taking ownership of tasks, anticipating needs, and resolving issues proactively.
• Lead small internal initiatives or administrative projects, coordinating others when needed and establishing a path toward supervisory capabilities.
• Uphold confidentiality, professionalism, and ethical standards in all interactions.

• Maintain courteous, efficient communication across phone, email, and in-person interactions.
• Complete special projects independently with limited direction.
• Perform other duties as assigned in support of firm operations. 

• High School Diploma or equivalent required; additional education or coursework preferred.
• Minimum three years of administrative or office coordination experience, preferably in a professional services, agency, or executive support environment.
• Demonstrated ability to support senior leadership and handle sensitive information with maturity and discretion.
• Experience or exposure to accounting, billing workflows, or project management systems (CORE experience preferred).
• Strong critical thinking skills with the ability to assess needs, prioritize tasks, and make informed decisions independently.
• Proven ability to take initiative, own responsibilities, and anticipate next steps without instruction.
• Excellent written and verbal communication skills and a high level of professionalism.
• Advanced organizational skills with the ability to manage multiple concurrent priorities in a fast paced environment.
• High technological proficiency with the ability to quickly learn new systems, tools, and processes.
• Strong interpersonal and client service orientation.
• Ability to grow into a leadership or supervisory role over time. 

• Additional assignments are assumed willingly.
• Demonstrates sensitivity to cultural and ethnic differences in all interactions.
• Adheres to company policies and procedures, and supports company mission and values.
• Completes all required paper work and reports accurately in a timely manner.
• Meets established performance/productivity standards as determined by company leadership.
• Practices accountability, confidentiality and strong ethical standards.
• Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity.
• Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently.
• Partners with and openly communicates and collaborates with peers, clients, and other staff associates.
• Participates in identifying continuous improvement areas within department or company, and presents possible solutions.
• Consistently produces quality work.
• Utilizes necessary knowledge and skills to perform the job, keeping current with new and best practices.
• Attends and participates in required department and company meetings and trainings.

Why You Want to Work With Us 

• Salary range for this position is $42,000-$52,000.
• Top-notch benefits package, including fully paid medical, dental, vision, life, and disability insurance. 
• Company contributions toward a Flexible Spending Account (FSA) 
• 15+ paid company holidays, 2-weeks of vacation time, and 2-weeks of sick time (PTO). 
• Opportunities to grow as part of a supportive, mission-driven culture.