Legal & Office Coordinator

Job Summary

The Legal and Office Coordinator plays a key role in supporting the smooth operation of the Bermuda office by providing high-quality administrative, legal, and operational support. This position serves as a central point of coordination for the Office Managing Partner, Litigation and Corporate teams, and acts as the on-the-ground liaison for global IT and HR functions. The role ensures the efficient handling of legal tasks, onboarding processes, office operations, and internal initiatives, contributing to a well-functioning and connected office.

As the primary on-the-ground liaison for a number of global business services teams, the Office Coordinator must manage competing priorities, maintain effective cross-functional communication, and take initiative to address issues independently in a fast-paced and service-focused environment.

Key Responsibilities

Administrative & Legal Support:

• Provide executive administrative support to the Office Managing Partner as needed.
• Assist the Litigation team with preparing court bundles, filings (including Privy Council), and document delivery.
• Support the Corporate team by conducting ROC searches, preparing and filing charges, and attending court when necessary.
• Assist with new matter openings and monthly billing processes using Elite
• Maintain legal files and documentation.
• Occasionally support other legal assistants during absences or high-volume periods.

Office Coordination:

• Oversee office supply ordering and manage vendor relationships (e.g., cleaning, maintenance, courier).
• Review and submit office operations invoices and support monthly budget tracking.
• Answer telephones and liaise with clients and team members as needed.
• Act as a point of contact for general office needs, client and visitor reception, and ad hoc office requests.
• Act as the on-site liaison for the global IT team, coordinating tech support, equipment setup, and troubleshooting as needed.
• Maintain inventory of IT equipment and ensure staff are equipped with the necessary tools.
• Coordinate onboarding tech setup for new hires.
• Collaborate with the HR Manager and global HR team to deliver smooth local onboarding (desk setup, welcome materials, orientation assistance).
• Support execution of office-wide and HR-led initiatives, events, and internal communications.
• Review compliance documentation to ensure completion and readiness for onboarding.

Qualifications, Skills & Experience

• Minimum of 3 years of experience in a similar role. Previous experience in a law firm is a must.
• University Degree preferred.
• Proficient with the Microsoft Office Suite of applications.
• Strong multitasking, time management, and organizational skills.
• High level of discretion and professionalism.
• Confident communicator who can collaborate effectively across multiple teams and departments.
• Comfortable supporting both legal and operational functions with a hands-on approach.