Office Coordinator
$50,000–$60,000 year
On-siteNaples, Florida, United States
Job Summary
Open and close the office daily, maintaining a clean, stocked, and client-ready environment. Order, track, and manage office supplies, hospitality items, and inventory levels while handling routine mail, scanning, printing, and document processing. Serve as the local point of contact for facilities, vendors, and maintenance requests, submitting and following up on all service provider issues. Greet clients and visitors professionally, manage phone calls, and support scheduling, appointment confirmations, and payment processing. Prepare materials for attorney meetings, coordinate bulk printing, and reset conference rooms between appointments. Assist with special projects, data cleanup, and workshop logistics including space setup, refreshments, and attendee check-in. Support attorneys and remote team members with administrative needs, escalate client concerns appropriately, and ensure the Naples office remains organized throughout the day.
Required Qualifications
- Two or more years of experience in office administration, office coordination, client service, hospitality, legal administration, medical office administration, executive assistance, or professional services support
- Prior experience supporting attorneys, executives, managers, or other professionals
- Excellent communication skills with clients, vendors, attorneys, and internal team members
- Strong organizational skills and the ability to manage multiple priorities in a busy office environment
- Mature judgment, professionalism, discretion, and comfort handling confidential information
- Proactive problem-solver who notices what needs to be done and follows through without constant direction
- Comfortable using technology, scheduling systems, phone systems, payment systems, Microsoft Office, and ticketing systems
- Ability to work Monday through Friday 8:00AM – 5:30PM
Desired Qualifications
- Experience with Outlook, Microsoft Teams, Acuity, Freshdesk, RingCentral, Excel, or similar tools
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