Office Coordinator

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s London office has more than 30 transactional and dispute resolution lawyers with deep industry knowledge and strong commercial sense. Our core strengths are in corporate, energy, finance, international dispute resolution, and shipping, and we partner seamlessly with our colleagues across the firm to serve clients worldwide. To accommodate our growth in London, we relocated in 2019 to a larger office at 1 New Fetter Lane in the heart of the legal district. Our strong presence in London allows us to link clients operating in the world’s interconnected energy and finance markets. Our office is recognised in the legal directories Chambers and Partners UK (Chambers and Partners) and Legal 500 UK (Legalease) for its areas of focus. Our talented team is fluent in 14 languages and provides clients with broad English law capabilities. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Essential Duties

Assist attorneys and appropriate professional staff with day-to-day operational needs.

Accounting:

Assist the OA in submitting office-related invoices through Chrome River.

Administrative Services:

Perform task administrative services areas, including receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations. Coordinate arrangements for office functions and client and firm-related meetings. Manage office mailings and postage balance and order supplies as needed. Maintain and set-up conference rooms and other equipment, (scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately. Maintain office extension list, office map and Office Administrative Manual. Forward Building Updates from Building Management to office personnel.

Attorney Recruiting:

Assist OA in coordinating Attorney Integration efforts for the office.

Business Development:

Assist with tables for sponsored BD events.

Facilities:

Contact vendors to coordinate maintenance issues. Coordinate vendors in relation to our contracts i.e., cleaning, flowers/plant care and fire inspection. Prepare offices and workstations for new hires and assist with inter-office moves. Work with the OA to maintain ongoing relations with building management. Coordinate light bulb replacement and other office maintenance with building management. Maintain and assign security access. Coordinate recycling program with building management. Handle building and suite security issues.

Human Resources/Benefits:

Assist with gathering of new hire paperwork process and coordinate on boarding process under the direction of the OA.

Coordinate welcome events for new employees under the direction of the OA. Coordinate monthly birthday celebrations under the direction of the OA. Coordinate periodic workstation evaluations under the direction of the OA. Assist with coordinating annual flu shots and other initiatives under the direction of the OA. Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.). Assist with coordinating information for the office information for the Firm newsletter.

Information Systems and Training:

Assist IT with office computer issues. Assist with maintaining an inventory of laptop computers for conference center use and checkout.

Other Duties

Coordinate events for various charities. Coordinate annual emergency response training for employees under the direction of the OA. Perform other related duties as needed or assigned.

Reporting Relationship

The Office Coordinator reports directly to the assigned OA.

Qualifications

Knowledge/Experience

The Office Coordinator should have two to three years administrative law firm or professional services experience preferred.

Skills

Position requires flexibility, creativity, organizational ability, sensitivity to peoples’ needs, and excellent listening skills. Ability to communicate appropriately (verbal and written). Must model the Firm’s culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment.

Education

Bachelor’s degree, or equivalent work experience.

Physical Demands:

Must be able to move around the office up to 45% of the time to make copies, fax, file, etc. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office Environment. Travel may be required.