Office Coordinator, Administrative Servies & Facilities

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 requests as needed

• Maintain organization/cleanliness of entire office space 

• Keep supply room stocked and organized and order supplies as needed