Office Coordinator

This non-exempt position is responsible for the general administrative activities of the office as well as providing legal administrative support to attorneys. Essential Duties Assist attorneys and professional staff with day-to-day operational needs.

Legal Administrative Support:

Processing new client/matter requests, client bills, time reports and expense reports. Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc. Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work. Maintains physical and electronic files, and contacts. Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys. Transcribes and composes correspondence for client-related matters. Prepares closing binders, as needed. Handles incoming and outgoing mail.

Accounting:

Assist the OA/OS in submitting office-related invoices through Chrome River.

Administrative Services:

Assist with managing the receptionist desk, reprographics equipment, mail processing, office supplies, messenger services, and vendor relations. Coordinate arrangements for office functions and client and firm-related meetings. Manage office mailings and postage balance and order supplies as needed. Maintain and set-up conference rooms and other equipment, (scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately. Maintain office extension list, office map and Office Administrative Manual. Forward Building Updates from Building Management to office personnel.

Attorney Recruiting:

Assist OA/OS in coordinating Attorney Integration efforts for the office.

Business Development:

Assist with providing support, sometimes after-hours, for BD events.

Facilities:

Coordinate carpet cleaning, weekly plant care, furniture repairs and configuration changes, etc. Prepare offices and workstations for new hires and assist with inter-office moves. Work with the OA/OS to maintain ongoing relations with building management. Coordinate light bulb replacement and other office maintenance with building management. Maintain and assign security access/parking cards. Coordinate recycling program with building management. Oversee on-site fitness center memberships, if applicable. Monitor parking contract per lease agreement. Handle building and suite security issues. Assist with coordination of office space within our suite.

Human Resources/Benefits:

Assist with gathering of new hire paperwork process and coordinate on boarding process under the direction of the OA/OS. Coordinate welcome events for new employees under the direction of the OA/OS. Coordinate monthly birthday celebrations under the direction of the OA/OS. Coordinate periodic workstation evaluations under the direction of the OA/OS. Assist with coordinating annual flu shots and other initiatives under the direction of the OA/OS. Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.). Assist with coordinating information for the Firm newsletter.

Information Systems and Training:

Assist IT with office computer issues. Assist with maintaining an inventory of laptop computers for conference center use and checkout. Other Duties Coordinate events for various charities (i.e. United Way, March of Dimes etc.). Coordinate annual emergency response training for employees under the direction of the OA/OS. Perform other related duties as needed or assigned. Reporting Relationship The Office Coordinator reports directly to the assigned OA/OS. Qualifications Knowledge/Experience The Office Coordinator should have a minimum of three years experience with administrative and legal support responsibilities at a law firm. Skills Position requires flexibility, creativity, organizational ability, sensitivity to peoples' needs, and excellent listening skills. Ability to communicate appropriately (verbal and written). Must model the Firm's culture and vision. Must be proactive and able to multi-task and handle competing deadlines in a fast-paced environment. Education Bachelor's degree, or equivalent work experience. Physical Demands Must be able to move around the office up to 45% of the time to make copies, fax, file, etc. Remains stationary at least 55% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time. Working Conditions Office Environment. Travel may be required.

Salary Range:

The expected salary range for this position is $125,000.00-$135,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate. At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Haynes Boone's Boston office reflects the firm's strategic expansion into key financial and innovation hubs and its continued national growth. Opened in 2026 and located at One Financial Center, the Boston office serves clients across the greater New England region and beyond. Lawyers in our Boston office focus on key practice areas including investment management regulatory matters, complex business litigation and asset securitization, while also supporting the firm's broader capabilities across corporate, finance, technology and healthcare sectors. This office is an important part of Haynes Boone's long-term investment in the Northeast and its commitment to serving sophisticated clients in dynamic markets. As with all Haynes Boone offices, the Boston office fosters a collegial and collaborative environment and seeks highly motivated lawyers and staff who value excellence, teamwork and respect.