Office Coordinator

Job Title:                    Office Coordinator
Company:                   Halbach|Szwarc Law Firm
Location:                    In-Person Position | Sioux City, IA
Position Type:            Full-time
 
About Halbach|Szwarc Law Firm: Halbach|Szwarc Law Firm is a full-service law firm with offices in Sioux Falls, SD, and Sioux City, IA. We are committed to delivering responsive, high-quality legal services across a wide range of practice areas. Our culture is built on collaboration, trust, and professionalism, and every member of our team plays an essential role in supporting our clients and each other.
 
Position Overview: The Office Coordinator is a key member of our administrative team, responsible for ensuring smooth day-to-day operations in the office, supporting attorneys and staff, and managing critical administrative workflows. This role requires a balance of professionalism, reliability, and attention to detail, particularly in handling sensitive client information and firm funds.
 
Responsibilities:

• Front Desk & Office Management
  • Greet clients, visitors, and colleagues with a warm, professional attitude and set the tone for the office.
  • Answer and direct incoming calls promptly and courteously
  • Maintain a tidy, organized, and professional environment across reception, conference rooms, and shared spaces.
  • Accept and process incoming/outgoing packages, correspondence, and deliveries, track items to completion.
  • Maintain office supplies and coordinate with vendors for routine service needs.
• Client & Attorney Support
  • Assist clients with general inquiries and direct them to the appropriate personnel.
  • Coordinate and schedule meetings for multiple attorneys and staff; manage room calendars and logistics.
  • Notify staff of client arrivals and appointments; anticipate needs (e.g., intake forms, conferencing).
  • Assist with office meeting and event coordination, ensuring a professional and seamless experience.
  • Support the client intake and conflict check process by fielding phone calls, gathering accurate and detailed information, entering it into the firm’s system, and ensuring timely communication with attorneys and paralegals.
• Administrative & Office Operations
  • Provide administrative support, including photocopying, scanning, filing, and data entry with attention to detail.
  • Assist with basic document preparation and office logistics; route mail and documents appropriately.
  • Run office-related errands as needed (e.g., post office deliveries, courthouse filings).
  • Support compliance with firm policies by accurately receiving, documenting, and routing client payments (trust and operating), escalating questions rather than interpreting exceptions.
  • Take ownership of recurring tasks and checklists, ensuring consistency and reliability without repeated reminders.
• Technology & Communication
  • Use phones, copiers, printers, and teleconferencing equipment proficiently; set up and test equipment in advance of meetings.
  • Stay fluent in Outlook, Microsoft 365, Zoom, and Clio for scheduling and office coordination.
  • Perform basic IT troubleshooting and escalate issues clearly and promptly.
  • Communicate with clarity, professionalism, and respect across all levels of the firm.

• High school diploma or equivalent (additional education or certification in office administration is desired but not required).
• 2+ years proven experience as a receptionist, office coordinator, or equivalent client-facing administrative role.
• Exceptional interpersonal and written/verbal communication skills.
• Strong organizational abilities, attention to detail, and reliable follow-through.
• Proficiency in Microsoft Office Suite and general office equipment including multiple-line phone systems; comfort learning new systems (Clio, Zoom).
• Reliable vehicle and ability to run office-related errands as needed.

What Success Looks Like:

• Clients and visitors consistently experience a professional, welcoming office.
• Calendars, rooms, and materials are prepared in advance; meetings run smoothly.
• Payments and receipts are routed and recorded accurately, with timely escalation when unclear.
• Checklists and recurring tasks are completed reliably; small operational issues are spotted early and addressed.
• Communication is clear, respectful, and solutions-oriented, with feedback received openly and acted upon.
• The office runs smoothly, with initiative, professionalism, and accountability demonstrated daily.

Attitude, Energy, and Effort:

• Approach all responsibilities with professionalism, integrity, and pride in the details.
• Value the importance of this role, recognizing that the accuracy of administrative and financial tasks is foundational to client trust and firm success.
• Bring steady, reliable energy to both routine and unexpected tasks; follow through without repeated reminders.
• Demonstrate respect for colleagues, clients, and the role itself through timely, thoughtful communication and consistent effort.
• Remain open to feedback and apply it constructively, showing professional maturity and a solutions-oriented mindset.

• Competitive salary based on experience. Starting at $55,000 annually.
• Unlimited PTO.
• 13 paid holidays.
• 100% firm-paid health insurance.
• 100% firm-paid vision insurance.
• Monthly technology stipend for phone use.
• Bonus eligibility based on performance.
• Competitive 401(k) and profit sharing.
• Paid professional development opportunities.
• Collaborative and professional work environment.