Office Admin Coordinator

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Our client, a national law firm, is seeking an Office Administrative Coordinator to join its Downtown Austin office on a 6-month contract basis. This fully onsite position operates Monday through Friday from 8:00 AM to 5:00 PM and offers employer-paid parking. The role is ideal for a polished administrative professional who thrives in a professional services environment and enjoys supporting office operations, client interactions, and workplace services. The dress code is business professional to business casual, reflecting the firm’s collaborative yet professional culture. This person should be highly professional and service-oriented to support the day-to-day operations of its Downtown Austin office. This individual will serve as a key point of contact for visitors, attorneys, staff, and vendors while helping create a welcoming, organized, and efficient workplace environment.

The ideal candidate is polished, detail-oriented, technologically savvy, and thrives in a fast-paced professional services environment. This role requires exceptional customer service skills, strong organizational abilities, and the flexibility to support multiple office functions.

Key Responsibilities

• Serve as the first point of contact for visitors, clients, and guests, creating a professional and welcoming office environment.
• Provide administrative support including calendar management, meeting coordination, expense processing, invoice management, document preparation, proofreading, and general office operations.
• Create, edit, maintain, and organize documents utilizing Microsoft Office Suite, Adobe Acrobat, and document management systems.
• Coordinate conference room scheduling, meeting setups, catering, and internal or client events, including occasional after-hours support.
• Answer and route incoming calls, manage visitor logs and badges, and maintain reception, lobby, conference rooms, and common areas.
• Manage incoming and outgoing mail, shipping, courier services, office supplies, kitchen inventory, and office equipment.
• Assist with employee onboarding, workstation setup, vendor coordination, office maintenance, and repair requests.
• Scan, format, organize, distribute, and maintain electronic and physical records while ensuring compliance with firm policies and confidentiality requirements.
• Troubleshoot office equipment and support basic technology logistics, including device coordination and document systems management.
• Collaborate effectively with attorneys, staff, vendors, and business services teams to resolve issues, improve processes, and ensure seamless daily office operations.
• Maintain knowledge of office procedures, emergency protocols, and provide backup administrative support as needed.

Requirements:

• High School Diploma required; Associates Degree preferred
• 3-5 years experience in office administration ideally in a formal office space
• MS Office suite experience
• Strong ability to problem solve, excellent communication, technology proficiency
• Document Management system experience is a plus

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