Office Coordinator, Administrative Services & Facilities

Stout
$28.00 - $31.00 / hr
United States, Texas, Dallas
Apr 11, 2025
At Stout, we're dedicated to exceeding expectations in all we do - we call it Relentless Excellence . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team. The Dallas Office Coordinator is a part-time position, working Monday through Thursday, 6 hours per day. This role includes two days in the office and two days remote, with flexibility to adjust based on the needs of the office. The Office Coordinator will oversee all administrative requests for Dallas colleagues and manage the general day-to-day flow of office operations, including the organization and maintenance of the office space. While reporting to the Dallas Regional Manager, this position will also assist Dallas office colleagues by managing tasks with diverse deadlines. Major Duties and Responsibilities: Assist Dallas Regional Manager in planning and coordinating Dallas events in office and offsite Work with Dallas Regional Manager to oversee Dallas budget Coordinate (originate) office social activities consistent with approved/planned costs Provide phone coverage on Dallas main line Greet guests Assist Dallas colleagues with their requests/needs: travel requests, expense reports, coordinating meetings with clients and prospects, adding Stout letterhead and signatures to documents, copy jobs, pitchbooks, internet research, etc. Coordinate with outside vendors (e.g., FedEx Kinko's) for the report production process which includes binding of reports Responsible for duties associated with ELM (Engagement Lifecycle Management), conflict checks & experience searches, and setting up matter codes Assist with the drafting of Engagement/Proposal Letters. Coordinate signing of engagement letters via DocuSign. Responsible for New Employee Onboarding Process Conduct Admin Overview Arrange for new hire photos Order Access Cards for new hires Obtain new hire signatures for processing Order business cards as needed Enter all business cards and new contacts in Hubspot which includes updating and verifying contact information, as requested Prepare various correspondence Prepare FedEx shipments Assist with facility requests involving temperature, cleaning, repairs, etc. for Dallas office Assist in the resolution of IT issues/needs with Help Desk/IT support Ensure office equipment is in good working condition. Contact vendors with service requestsas needed Maintain organization/cleanliness of entire office space Keep supply room stocked and organizedand order supplies as needed Keep snacks and drinks stocked and restock kitchen refrigerator Coordinate printing and delivery of marketing materials (brochures, articles, pitchbooks, etc.) and ordering of special items such as handouts at conferences Handle sorting and distribution of all incoming mail and deliveries Maintain and keep records up to date for seven years at the off-site storage facility Schedule Conference Rooms when needed and help with Set-up/teardown Set up technology (laptops, projectors, web meetings) for client and staff meetings, etc. Order outside breakfast, lunches when needed Clean up after meetings Coordinate with Common Desk on communication of any announcements regarding the facilities (e.g., holiday closures), tenant events, parking, etc. Assist colleagues withholiday cards, CV updates, and other marketing collateral as needed Coordinate CPR/First Aid/Fire Warden Training Knowledge, Skills & Abilities: Intermediate or greater knowledge of Microsoft Office Suite (Word, Excel, Outlook,PowerPoint) Strong grammar and writing skills Proactive/high degree of confidence Ability to support and interact with multiple groups firmwide Ability to be flexible and adapt to changing situations Ability to work in a fast-paced environment necessary Ability to multi-task Strong organizational skills necessary Strong attention to detail Ability to interact in a professional manner with clients and colleagues Ability to manage confidential information Must present professional appearance Ability to meet deadlines Reliable Ability to maintain a positive attitude Highly collaborative and relationship-focused. Being a team player is a must Super responsive and great at communicating Intermediate or greater typing skills Ability to lift up to 50 lbs. Education and/or Training: High School Diplomais required Minimum of 4 years administrative experience necessary Experience working within a professional services firm a plus Stout is required by applicable state and local laws to include a reasonable estimate of the compensation range for this role. The range for this role considers several factors including but not limited to prior work and industry experience, education level, and unique skills. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $28 - $31 per hour. This role is also anticipated to be eligible to participate in an annual bonus plan. Information about benefits can be found here - https://www.stout.com/en/careers/benefits. Why Stout? Our goal is to provide a comprehensive Total Rewards program that includes competitive compensation, benefits & wellness programs that allows employees to choose what's most important to them at any life stage. At Stout, we are committed to the personal and professional development of our employees while fostering a diverse and inclusive environment. Stout Culture: We honor the fundamental value and dignity of all individuals. We are committed to representing and including the unique experiences, perspectives, and backgrounds of our people, partners, and the communities we serve. Our core values embrace a culture of inclusion and the equitable treatment of all team members, starting with Stout's leadership and spreading across the organization. We strive to recruit, develop, and retain individuals with an array of talents, ideas, and experiences that propel the entrepreneurial spirit and exceptionalism that drive our success. To learn more about our commitment to diversity, equity, and inclusion, click here. Professional Development: To foster employee development we offer ongoing training and learning opportunities, employee resources groups, mentorship programming, and professional designation reimbursement. We believe in timely and proactive performance excellence, ongoing 360 feedback, clear performance expectations at each level, and quarterly check-ins with your manager ensure you are supported and growing your career. Stout Benefits : Stout offers a variety of benefits to meet the ever-changing needs of our employees throughout their career at Stout. View our Benefits page to see what this can look like for you. Flexible Work Schedules: Work-life balance is important to us and we want our employees to have balanced lives, which is why we have a discretionary time off policy for all salaried exempt employees. This gives you the ability to take time off as appropriate. The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Stout is an Equal Employment Opportunity.All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law. Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, diversity, and personal growth? Stout might just be the right place for you.