Office Operations Coordinator in Philadelphia, PA

Law Firm

Philadelphia, PA

Office Operations Coordinator in Philadelphia, PA

Law Firm Non Legal Department

5-7 yrs required

No

Job Title:
Office Operations Coordinator

Job Responsibilities:

Front Desk & Office Support:
- Greet and assist visitors, answer and direct phone calls, and manage front desk operations.
- Support general office operations, including ordering supplies and maintaining office equipment.
- Perform additional assignments and responsibilities as needed.

Mail & Client Correspondence:
- Receive, sort, and distribute incoming mail; prepare outgoing mail and packages.
- Handle all client correspondence via mail in a timely and professional manner.

Accounts Payable & Financial Tasks:
- Collaborate with the bookkeeper to process accounts payable transactions, including invoice entry, payment processing, and vendor communication.
- Print checks for vendors and ensure their timely distribution.
- Scan and deposit incoming check payments.
- Maintain accurate financial records and assist with month-end closing procedures.
- Utilize QuickBooks for data entry, reporting, and reconciliation tasks.

CRM & Record Management:
- Update and maintain client records in the CRM system.
- Ensure data accuracy and confidentiality in all recordkeeping activities.

Education and Experience Information:
- Minimum 5–7 years of experience in accounts payable.
- At least 3 years of hands-on experience with QuickBooks.
- Experience with CRM systems is preferred.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication abilities.
- Proficiency in computer literacy and Microsoft Office Suite (Word, Excel, Outlook).
- Ability to maintain confidentiality and handle sensitive information with discretion.
- High school diploma or equivalent required; an associate’s or bachelor’s degree in business administration or a related field is preferred.

Salary Information:
- Pay range is $50, - $70, per year.

Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance

Schedule:
- 8-hour shift
- Monday to Friday

Application Question(s):
- Are you willing to work on-site every day?

Experience:
- Accounts payable: 5 years (Required)
- QuickBooks: 3 years (Required)

Ability to Commute:
- Philadelphia, PA 19109 (Required)

Work Location:
- In person