Administrative Coordinator

Cincinnati

Our Cincinnati office has an excellent opportunity for an Administrative Coordinator. This is a non-exempt position providing support to the Cincinnati Office Manager by performing various administrative, human resources, recruiting, and marketing duties. This position must always maintain strict confidentiality of Firm and personnel information.

Administrative Coordinator

Position Summary: This individual will report to and support the Cincinnati Office Manager on a variety of administrative, human resources, recruiting, and marketing projects. The responsibilities include, but are not limited to, the following core areas: coordinate client billing and accounts payable functions; coordinate and provide “hands-on” support for day-to-day needs regarding secretarial staff workloads; maintain various recruiting, human resources, billing, and office files; prepare new hire paperwork and packets, ensuring that all new hire, transfer, promotional, benefit, and status change paperwork is completed and entered into applicable databases; provide support in the recruiting and hiring processes, including resume intake and database entry, coordination of interviews, background check requests, and orientation sessions; compile data from human resources records and databases and create reports; compile data from marketing materials and databases and create reports and related materials; assist with training, including basic safety/security and HR related topics; provide facilities support, including coordination of office changes and maintenance needs.

Administrative
  • Assist in office budget preparation, by gathering and organizing information and/or compiling information for Office Manager’s use.
  • Assist in billing proforma process.
  • Assist with coordination of office social events.
  • Greet and assist clients, vendors and other visitors.
  • Process vendor invoices for payment.
  • Provide reception coverage as needed.
  • Miscellaneous administrative duties such as creating nametags, answering phones, booking conference rooms, tracking shipments, filing, scanning, copying.
HR/Recruiting & Marketing
  • Prepare new hire orientation materials.
  • Input new hire information into Human Capital Management (HCM) software.
  • Create and maintain human resources files as appropriate.
  • Enter and maintain candidate information in applicant tracking software.
  • Prepare materials for interviewers and candidates.
  • Coordinate on-campus interviews and make candidate travel arrangements.
  • Assist with planning and implementation of the summer associate program.
  • Process all expenses related to recruiting efforts and the summer program.
  • Assist in posting job openings on alumni website
  • Assist in tracking alumni moves
  • Assist in maintaining alumni database and website
  • Other duties as requested and assigned.

Requirements: Candidates should have 3 or more years of administrative support experience, inclusive of billing experience. Experience in a professional services environment is beneficial.

  • Associate Degree with 2 years of related technical experience or the equivalent combination of education and experience.
  • Professional services experience highly desirable.
  • Proficiency in Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint.
  • Ability to multi-task and be detail-oriented with strong organizational skills.
  • Demonstrates good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many competing priorities.
  • A strong client service approach and team orientation.
  • Ability to work overtime when needed.

The successful candidate will be highly organized, detail oriented, and diligent, and must possess strong time-management skills. The successful candidate will have strong interpersonal and communication skills and will show initiative, professionalism, and discretion in all matters. Flexibility, excellent judgment skills, and the ability to contribute to a positive, team environment are essential.

How to Apply:

Interested individuals should submit their resume to Dusty Bargo at dbargo@bakerlaw.com.

Baker & Hostetler LLP is an Equal Opportunity Employer.