Office Coordinator, Administrative Services & Facilities

The Dallas Office Coordinator is a part-time position, working Monday through Thursday, 6 hours per day. This role includes two days in the office and two days remote, with flexibility to adjust based on the needs of the office. The Office Coordinator will oversee all administrative requests for Dallas colleagues and manage the general day-to-day flow of office operations, including the organization and maintenance of the office space. While reporting to the Dallas Regional Manager, this position will also assist Dallas office colleagues by managing tasks with diverse deadlines.

Major Duties and Responsibilities:

• Assist Dallas Regional Manager in planning and coordinating Dallas events in office and offsite

• Work with Dallas Regional Manager to oversee Dallas budget

• Coordinate (originate) office social activities consistent with approved/planned costs

• Provide phone coverage on Dallas main line

• Greet guests

• Assist Dallas colleagues with their requests/needs: travel requests, expense reports, coordinating meetings with clients and prospects, adding Stout letterhead and signatures to documents, copy jobs, pitchbooks, internet research, etc.

• Coordinate with outside vendors (e.g., FedEx Kinko's) for the report production process which includes binding of reports

• Responsible for duties associated with ELM (Engagement Lifecycle Management), conflict checks & experience searches, and setting up matter codes

• Assist with the drafting of Engagement/Proposal Letters. Coordinate signing of engagement letters via DocuSign.

• Responsible for New Employee Onboarding Process

• Conduct Admin Overview

• Arrange for new hire photos

• Order Access Cards for new hires

• Obtain new hire signatures for processing

• Order business cards as needed

• Enter all business cards and new contacts in Hubspot which includes updating and verifying contact information, as requested

• Prepare various correspondence

• Prepare FedEx shipments

• Assist with facility requests involving temperature, cleaning, repairs, etc. for Dallas office

• Assist in the resolution of IT issues/needs with Help Desk/IT support

• Ensure office equipment is in good working condition. Contact vendors with service requestsas needed

• Maintain organization/cleanliness of entire office space

• Keep supply room stocked and organizedand order supplies as needed

• Keep snacks and drinks stocked and restock kitchen refrigerator

• Coordinate printing and delivery of marketing materials (brochures, articles, pitchbooks, etc.) and ordering of special items such as handouts at conferences

• Handle sorting and distribution of all incoming mail and deliveries

• Maintain and keep records up to date for seven years at the off-site storage facility

• Schedule Conference Rooms when needed and help with Set-up/teardown

• Set up technology (laptops, projectors, web meetings) for client and staff meetings, etc.

• Order outside breakfast, lunches when needed

• Clean up after meetings

• Coordinate with Common Desk on communication of any announcements regarding the facilities (e.g., holiday closures), tenant events, parking, etc.

• Assist colleagues withholiday cards, CV updates, and other marketing collateral as needed

• Coordinate CPR/First Aid/Fire Warden Training

Knowledge, Skills & Abilities:

• Intermediate or greater knowledge of Microsoft Office Suite (Word, Excel, Outlook,PowerPoint)

• Strong grammar and writing skills

• Proactive/high degree of confidence

• Ability to support and interact with multiple groups firmwide

• Ability to be flexible and adapt to changing situations

• Ability to work in a fast-paced environment necessary

• Ability to multi-task

• Strong organizational skills necessary

• Strong attention to detail

• Ability to interact in a professional manner with clients and colleagues

• Ability to manage confidential information

• Must present professional appearance

• Ability to meet deadlines

• Reliable

• Ability to maintain a positive attitude

• Highly collaborative and relationship-focused. Being a team player is a must

• Super responsive and great at communicating

• Intermediate or greater typing skills

• Ability to lift up to 50 lbs.

Education and/or Training:

• High School Diplomais required

• Minimum of 4 years administrative experience necessary

• Experience working within a professional services firm a plus

Stout is required by applicable state and local laws to include a reasonable estimate of the compensation range for this role. The range for this role considers several factors including but not limited to prior work and industry experience, education level, and unique skills. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.

A reasonable estimate of the current range is $28 - $31 per hour. This role is also anticipated to be eligible to participate in an annual bonus plan. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.