Kilpatrick, a large international law firm, is seeking an Administrative Coordinator for our Operations Department in our Raleigh office. This position will be part of our team of attorneys, paralegals and support staff providing a high level of service to both internal and external clients. At Kilpatrick we are one team where each person plays an integral role in serving the needs of our clients. The firm has a strong dedication to its employees, values, diversity and inclusion initiatives and commitment to the community.

Under the supervision of the Office Administrator and the Managing Partners of NC offices, the Administrative Coordinator is responsible for managing the coordination of on-site and off-site events in NC offices, the maintenance of the Raleigh and Charlotte office facilities, the installation, maintenance, and efficient operation of the photocopying and security systems and overseeing the appropriate safekeeping and maintenance of the firm's files. This function is also responsible for creating alternative plans for adequate office space availability compatible with growth objectives, and suitable support service availability when such growth takes place. The Administrative Coordinator oversees and coordinates with operations/mail center department staff and functions. The Coordinator ensures effective and efficient processes are in place for functions including reception, hospitality and the mail room. Acts as liaison between attorneys and workflow coordinators to assist in managing workflow in the Raleigh office.

ESSENTIAL JOB FUNCTIONS:

• Physical oversight and coordination of the operation of HVAC, electrical, security and other systems; maintain furnishings including desks, chairs, file cabinets, etc.; facilitate communication with landlord regarding building services; responsible for fire safety and evacuation plans.
• Coordinate and supervise janitorial service and ensure that buildings are being cleaned properly on a daily basis; work with other outside vendors (i.e., coffee service, photocopy machines, building repairs, etc.) to maintain and supply services.
• Oversee the on-site facilities/operation teams as needed (Mail, Hospitality, Reception).
• Coordinate internal client requests, inquiries, complaints, and concerns related to the facilities, mail, hospitality; etc..
• Approve vendor invoices for payment with area of responsibility.
• Responsible for planning and execution of internal and external office events including Community Network and Women's Initiative events as well as various marketing events. Manage calendar and coordinate meetings, including availability of attendees, meeting notification and reminders, ordering conference room and equipment set-up, beverage and meal orders, and preparation of meeting materials; coordinate travel arrangements, including air, hotel, and car plans for attorneys and clients.
• Perform a variety of administrative functions, including ChromeRiver expense reimbursement and reconciliation, reconciliation of NC offices credit card, drafting agendas and minutes for staff meetings, all attorney meetings, and partner/counsel meetings, drafting of on-boarding documents for new hires, updating of NC office intranet sites, updating the office maps, parking assignments and emergency procedures, assisting with unknown mail/checks, assisting accounting with collecting attorney invoices for various bar dues/fees/memberships.
• Manage other projects as directed by Office Administrator and OMPs.

KNOWLEDGE/SKILLS REQUIRED:

• Understanding and application of computer hardware and software products, including those specific to department, as well as: MS Office products, various databases and internet apps.
• Loyalty to the interests of the firm.
• Cooperative and flexible, team-oriented attitude.
• Courtesy in relationships with attorneys and staff.
• Initiative and responsibility in the areas of assigned work.
• Dependability in attendance and punctuality.
• Honesty, confidentiality, and ethical conduct.
  
  

This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision. The firm also offers life insurance, short term disability plans and retirement plans in addition to holidays and paid time off. The firm offers hybrid work schedules combining in office work days as well as remote work days. The pay range for this position in Raleigh only is $25.64 to $30.76 per hour.

Selected applicants will be contacted. Kilpatrick is an Equal Opportunity Employer.

For more information about our firm, please visit our website at www.ktslaw.com.

Kilpatrick Townsend & Stockton LLP is committed to equal employment opportunity for all persons, regardless of race, color, religion, sex or gender, national origin, age, veteran status, disability, sexual orientation, gender identity, or any other basis prohibited by applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed or disclosed their own pay, or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding , hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1-35(c)