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Office Coordinator

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Job ID: 4781

Updated: Sep 27, 2018

Location: Dallas, TX, United States

Category: Facilities/Office Services

About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The overall responsibility of the Office Coordinator is to work effectively with the Office Manager to support the delivery of superior customer service to all clients and Firm personnel in the Firm’s Dallas office. The Coordinator will act as Assistant to the Office Manager and provide general office support by performing a variety of administrative duties and tasks. The Coordinator will be a primary point of contact with visitors and guests and, therefore, must possess a professional image and phone presence. The Coordinator will assist with special projects, as needed, and must be able to work collaboratively with other administrative personnel. This position may, on occasion, work beyond normal business hours or on weekends.

The Office Coordinator must possess a high level of personal discretion and interpersonal skills to handle sensitive and confidential situations.  Position continually requires demonstrated poise, tact and diplomacy, as well as the ability to communicate with individuals at all levels of the organization.  This detailed professional must also possess the ability to anticipate the needs of the Office Manager and respond accordingly while working in an environment with competing priorities and deadlines. 

Specific Job Duties:

  • Provide administrative support to the Office Manager
  • Process travel and expense reports (Chrome River)
  • Provide back-up administrative support to Reception, Practice Assistants  and other administrative personnel
  • Assist in the facilitation of office moves
  • Update and maintain office-related files
  • Prepare invoices for approval and payment, and reconcile invoices for accounts payable
  • Maintain HR files as needed
  • Coordinate staff interviews in conjunction with Human Resources
  • Proactively pursue and follow-up on missing information from new hires; coordinate the processing of new hire paperwork in conjunction with Human Resources
  • Assist in coordinating secretarial services including absences and coverage
  • Event planning and coordination
  • Planning and scheduling meetings including room reservations, invitations and accommodations, minute preparation and distribution, and agenda development

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Interact on a daily basis with Departments within the Firm to facilitate highest possible support:
  • Human Resources (review and attendance)
  • Accounting (check requests)
  • General Services (mail, FedEx, UPS, messengers)
  • Conference Center/Catering (scheduling/arranging meetings and requested accommodations)
  • Reprographics; (Digital Services overflow requests), etc.
  • Other duties as assigned by the Office Manager

Qualifications & Requirements

  • The qualified candidate will have 3+ years of experience as an Office Coordinator, Administrative Assistant, or related field preferably in a law firm or professional services environment.  
  • Excellent written and verbal communication skills; a customer service orientation; a proactive work ethic; attention to detail and the ability to work well under pressure in a constantly changing environment are required. 
  • The qualified candidate must have regular and predictable attendance and the ability to work overtime before and at the end of the work day. 
  • Strong organizational skills are essential, including the ability to analyze, assess and prioritize work assignments with minimal supervision.
  • A Bachelor’s degree is preferred or the equivalent combination of education and work experience is required.

Technical Skills

  • Ability to type 40+ wpm and to handle multiple incoming telephone lines is required. 
  • All qualified candidates will have a strong working knowledge of the Internet, document management systems, and the MS Office Suite. 

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.