Regional Administrative Coordinator

Location:
New York

Job Description:
Perkins Coie is seeking a qualified, dynamic individual to take on the role of Regional Administrative Coordinator responsible for supporting multiple offices under the supervision of a Regional Business Director, Office Business Director, and/or Office Manager with oversight to take on administrative tasks for the onboarding and integration of new personnel, office events, committees and administrative meetings, accounting, professional compliance, and day-to-day business operations.

ESSENTIAL FUNCTIONS
These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

Onboarding and Integration:
• Coordinate the pre-arrival, onboarding, integration, and departure activities of employees in assigned offices.
• Administer the transition process to the firm for new personnel, as needed, including communicating with the new hire, distributing pre-hire paperwork, initiating internal notices, arranging orientation schedules, and processing all new hire paperwork. Coordinate and participate in New Hire Orientation. Work with recruiting, systems, operations, and administrative departments to successfully complete the onboarding process for new hires.
• Oversee personnel departures including preparing termination packets for exit interviews and entering details into the Termination Checklist database.
• Maintain office data in the HRIS database including entering new employees, processing requests for personnel, entering employee departures, etc.
• Maintain and circulate via email a weekly new hire/departures/open position snapshot for the local office's administrative group.

Events, Committees, and Business Professional Programs:
• Plan and execute office events including welcome receptions, Business Professionals appreciation week, and community service initiatives.
• Research venues, request proposals, and conduct site visits for annual holiday party. Present options to the Office Managing Partner, Regional Business Director, Office Business Director, and/or Office Manager and finalize details.
• Participate in various office committees, e.g., Activity, Community, Attorney Development, and Diversity and Inclusion Committees, as the personnel liaison.

Accounting:
• Oversee the invoice and expense reimbursement process, including processing and verifying invoices, checking arithmetic, and coding invoices with a general ledger or client-matter account number.
• Ensure compliance with firm policies, investigate authenticity of charges, manage petty cash and parking vouchers, handle ARDC and bar due renewals, and reconcile office credit cards.
• Set up new vendors, conduct conflicts clearance and client-matter origination, manage W-9 inquiries, and provide finance orientation for new employees.

General Administration:
• Maintain the office Connections page and weekly MagicINFO presentation with current news, announcements, and programs.
• Write and distribute office newsletter.
• Coordinate with marketing, HR, recruiting, and diversity to maintain the office calendar of events.
• Schedule/coordinate office meetings including coordinating of audiovisual needs and catering (e.g., monthly Partner meetings, Business Professional meetings).
• Lead weekly office administrative meetings.
• Update all office documents including phone lists, floor plans, emergency response plans, organizational charts, office email distribution list, etc.
• Work closely with Facilities Coordinator with access badge activations and terminations. Provide backup support for visitor access requests.
• Assist with travel and reimbursements for the Regional Business Director, Office Business Director, and/or Office Manager.
• Administer the notary bond process, including requesting bonds/filing fees, ordering stamps, filing bonds, and tracking expiration and renewal dates.

Continuing Legal Education (CLE) Coordination:
• Provide an overview of CLE processes and resources to new attorneys, ensuring that they are added to the CE Manager CLE tracking system, and entering/uploading third-party details and certificates of attendance.
• Report attorney attendances to the MCLE Board monthly, process payments, and assist with logistics of in-house CLEs.
• Ensure that all attorneys comply with CLE requirements and assist them with related issues.
• Collaborate with the firmwide CLE Coordinator and Attorney Development Manager for annual state MCLE renewal applications and handle annual membership renewals for state bars and local lawyers associations.

Other tasks and projects, as assigned by Regional Business Director, Office Business Director, and/or Office Manager.

SPECIFIC SKILLS REQUIRED
Exceptional customer service skills. Ability to interpret and assess client needs. Ability to communicate sensitive information with diplomacy and tact. Ability to maintain high level of confidentiality and exercise discretion. Proficient in Microsoft Office applications. Ability to take initiative. Accurate data entry skills and accurate 50-wpm typing. Demonstrated strong attention to detail and excellent follow-through. Ability to prioritize and manage multiple detail-oriented projects. Strong written and oral communication skills. Ability to work in a support role to multiple individuals in a team environment. Strong problem-solving skills. Ability to work independently with minimal supervision. Strong understanding of standard databases. Strong data analysis and presentation skills. Intermediate Microsoft Excel skills including analysis functions and the ability to present data in meaningful charts and graphs. Superb administrative and interpersonal skills. Must have the ability to anticipate needs and think independently. Must be a notary or willing to become one.

SPECIFIC SKILLS PREFERRED
Understanding of FLSA, EEO, I-9, and other employment laws.

EDUCATION AND EXPERIENCE
Qualified candidates must have a minimum of three years' administrative support/coordination experience, or equivalent, preferably in the legal field and/or as an HR assistant. Candidates with a bachelor's degree and law firm experience are preferred. Qualified candidates will also have a basic knowledge of standard human resource practices and databases and an awareness of legal guidelines.

At Perkins Coie, we look for self-motivated individuals, dedicated to providing value and superior service, and above all, have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals.

This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to ten paid Holidays, and family care benefits.

This position may be filled in the following location(s). The compensation depends on qualifications and experience.

New York compensation range: $68,730 to $100,570 annually

EEO Statement
Perkins Coie is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, gender identity, disability or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.

To Apply, visit:
https://perkinscoie.wd1.myworkdayjobs.com/perkinscoieexternal/job/New-York-NY/Regional-Administrative-Coordinator_R0005254





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