Administrative coordinator

Administrative Coordinator | The Illinois Hammer Injury Law Firm

About the Company: The Law Offices of Dworkin & Maciariello specializes in personal injury law, handling cases related to car accidents, workers' compensation, medical malpractice, and other personal injury claims. With a strong reputation for helping clients secure justice and fair compensation, we are committed to providing personalized and vigorous legal representation. We seek individuals to join our team who demonstrate compassion, empathy, and expertise to support our clients throughout their journey.

Position Overview:
As an Administrative Assistant /you play a key role in keeping the office running smoothly by managing IT and equipment inventory, coordinating workspace setups for new hires, and supporting day-to-day office operations. This role also helps foster employee engagement by maintaining internal communications through SharePoint, distributing newsletters, recognizing birthdays and anniversaries, and assisting with planning both in-person and virtual company events. The ideal candidate is highly organized, detail-oriented, and able to work independently to ensure a seamless and efficient office environment.

Responsibilities:

New Hire Setup & Support:

Coordinate workspace setup for new employees, including desk, chair, and office supplies. Arrange for IT equipment (laptops, monitors, phones, etc.) to be issued to new hires. Coordinate shipping of equipment for remote employees and track deliveries. Ensure new hires have access to necessary office tools and supplies on their first day.

IT & Equipment Inventory:

Maintain accurate inventory of all company IT equipment and office assets monthly. Track assignments of laptops, monitors, and other devices to employees. Organize returns of equipment from departing employees and update records accordingly. Monitor warranties, licenses, and service agreements to flag renewals or expirations.

Office & Administrative Support:

Order and restock office supplies as for new hires as needed. Coordinate with vendors for office-related services (e.g., equipment maintenance, shipping). Assist the HR Manager by handling day-to-day office logistics in their absence. Prepare and update simple documentation or tracking sheets for equipment and supplies.

SharePoint & Communications:

Maintain and update the company SharePoint site, including posting the monthly newsletter and coordinating birthday and work anniversary shoutouts. Post and distribute the monthly employee newsletter. Coordinate birthday and work anniversary shoutouts to recognize employees. Upload HR/office-related documents, forms, and announcements as needed. Partner with managers to post updates, resources, or department news. Monitor SharePoint usage and suggest improvements for employee engagement.

Event Coordination:

Assist with planning and organizing both in-person and virtual company events, ensuring logistics and details are managed smoothly. Coordinate logistics such as venues, catering, technology setup, and supplies. Manage event invitations, RSVPs, and communications. Support execution of virtual events by coordinating platforms (e.g., Zoom, Teams) and handling technical details. Track event budgets, expenses, and vendor invoices to ensure cost-effectiveness. Gather employee feedback after events to suggest improvements for future planning.

General Support: Act as point of contact for office supply or equipment-related requests. Maintain organized records for equipment distribution and office inventory. Perform additional office-related tasks as assigned.

Qualifications:

• Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Proficiency in basic Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Excellent communication and organizational skills with attention to detail.
• Experience coordinating both in-person and virtual events, including logistics and vendor management.
• Comfortable handling IT equipment inventory and basic troubleshooting.
• Excellent written and verbal communication skills.

Schedule:

• On-Site/Hybrid; Monday-Friday

Pay Range:

• $50,000-$55,000/annually

Benefits:

• Comprehensive Insurance Coverage: Health, dental, vision, HSA, FSA, and pet insurance
• 401(k) Retirement Plan: Employer match of 3%, plus 50% match on contributions up to 5%
• Paid Time Off: Start with 15 vacation days, with additional days earned based on your years of service. 3 floating holidays, sick leave begins accruing immediately upon hire, giving you flexibility and support from day one.
• Paid Leave Act: Available after 60 days of employment
• Voluntary Benefits: From dental and vision to life insurance, pet insurance, and more
• Tuition Reimbursement: Up to $4,000 annually for approved educational expenses
• Professional Development: Ongoing training and development opportunities to support career growth
• Positive Workplace Culture: Supportive, collaborative, and inclusive environment
• Employee Engagement: Regular programs and initiatives to foster team connection and morale

Disclaimer: This job description is not intended to be an exhaustive list of duties, responsibilities, or activities. The tasks and responsibilities outlined may not cover every possible assignment that may be assigned. The employer reserves the right to modify or add tasks at any time, with or without notice.

Our team is dedicated to fostering an inclusive environment where discrimination and harassment of any kind are strictly prohibited. This includes discrimination based on race, color, sex, religion, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, or any other characteristic protected by federal, state, or local laws. We are committed to providing equal opportunities and ensuring a respectful, diverse, and inclusive workplace.

Contact us to apply

Nataly Pedroza at [email protected] with your resume.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Work Location: In person