PREFERRED QUALIFICATIONS:

• Effective communication, both written and verbal.
• Strong organizational skills, high level of detail orientation and strong project management skills.
• Ability to multitask, remain calm under pressure, manage stress and ensure individual performance, especially during high-pressure periods, peak seasons and demanding employee or customer situations.
• Ability to work in a fast-paced professional environment.
• Strong data entry skills and ability to use data to make decisions.
• Ability to complete tasks with minimal supervision and frequent interruptions.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Legal Studies, or a related field.
• At least 2 years of experience in an administrative or legal support role.

SKILLS:

The required skills for this position include strong organizational abilities, which are essential for managing multiple legal documents and office tasks simultaneously. Excellent communication skills are necessary to effectively liaise between legal teams and other departments, ensuring that all parties are informed and aligned. Attention to detail is critical when handling legal documentation to avoid errors that could lead to compliance issues. Proficiency in office software and legal management tools will enhance the candidate’s ability to streamline processes and maintain accurate records. Preferred skills, such as familiarity with legal terminology, will further enable the candidate to navigate legal discussions and contribute to the team’s success

ABOUT THE ROLE:

The Office and Legal Coordinator supports all locations in both administrative office functions and legal coordination, reporting to both the Corporate Office Manager and General Counsel. The Coordinator helps facilitate the day-to-day operations of all offices, with a focus on headquarters, including administrative tasks, managing office supplies and assisting with communications. The Coordinator ensures that all office environments remain organized and efficient to create a positive workplace atmosphere and ensure that all office functions align with the company’s objectives. Additionally, the Office and Legal Coordinator plays an essential role in facilitating company collections and litigation efforts. The Coordinator facilitates sales and production efforts by ensuring access to up-to-date licenses and registrations, companywide.

RESPONSIBILITIES:

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• Open and close front desk area and greets visitors and employees at the front desk by welcoming, directing, and announcing them appropriately to ensure a professional environment.

• Manage building access for visitors and deliveries, ensuring security and safety for employees.
• Perform administrative duties to keep the office organized and running efficiently by making sure printers have materials needed for the workday, schedule meetings, set up conference rooms for meetings. Sorting and distributing mail, drafting and responding to routine emails, file and organize documents. These duties are performed on an as-needed basis, for successful operation of the office day to day.
• Maintain appearance of office and common areas.
• Provide executive-level administrative support to C-Suite as requested.
• Assist with conducting corporate office facility inspections.
• Maintain office supplies by checking stock to determine inventory levels, anticipating needs, placing and expediting orders, verifying receipts, stocking items and delivering supplies to workstations.
• Assist in needs as related to reputation management to ensure Guild Quality tasks are updated and reported.
• Support Human Resources as needed during new hire onboarding.
• Work closely with company legal counsel and CFO to handle sensitive documents and mailings.
• Oversee intake of new legal matters into the legal department docket.
• Maintain the legal department calendar including all deadlines and key dates.
• Act as a liaison between outside counsel and company personnel to support company collections efforts and litigation.
• Upload necessary documents and make notes in Salesforce to ensure that legal activities regarding customer projects are accurately documented.
• Draft correspondence, settlement agreements and other documents in support of company collections and other legal department efforts.
• Scan all hardcopy correspondence and documents and file them electronically, using the legal department filing protocols.
• Manage consumer, subcontractor and other contracts maintained by the legal department.
• Manage and maintain company-wide license and registration portal.
• Maintain an environment that embodies the company’s Mission, Vision, and Values.
• Remain in compliance and up to date on all company-wide live and digital training.
• Perform other related duties as assigned.