It Administrative Coordinator

About Katten

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Summary of the IT Administrative Coordinator Position

The IT Administrative Coordinator is responsible for providing comprehensive administrative support to the Director of Information Management and the IT Department. The IT Administrative Coordinator will assist with finance-related administrative tasks including invoice processing/coding, budget management, contract management and other light administrative duties as needed. The IT Administrative Coordinator maintains professionalism and strict confidentiality in all client and firm matters.

Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex).

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide administrative support in relation to vendor contracts and agreements, budget updates, and project tracking. Maintain a contract database consisting of key information for all IT-related contracts and interact with outside vendors as needed.
• In partnership with the Finance department, track capital and expense IT budgets and variances, along with project expenditures.
• Process and maintain all purchase order (PO) and invoice-related correspondence.
• Issue POs and maintain purchase order system. Process subsequent supply and equipment orders as requested.
• Process department invoices for payment. Address and resolve billing issues in cooperation with vendors and the accounting department.
• Interface with personnel on all levels as it relates to IT business needs.
• Assist in maintaining various department records that include, but are not limited to, asset tracking and printer databases.
• Maintain all files associated with administrative responsibilities including department vacation/attendance records.
• Assist with additional administrative support and ad hoc reporting as required.

Knowledge, Skills and Abilities

• High school diploma or equivalent and four or more years related experience preferably in a large legal or professional service firm; or equivalent combination of education and experience. Prior knowledge of Information Technology procedures and/or budget management is desirable.
• Computer proficient with experience and working knowledge of all Microsoft Office Suite applications, basic knowledge of accounting software systems, and working knowledge of database and project management software are required.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
• Analytical and technical skills requiring an aptitude for detail and accuracy in order to perform essential administrative/clerical functions and utilize firm software.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, interns, and outside contacts.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities. Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks from inception to completion.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to analyze and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer/AA-M/F/SO/Disability/Veteran.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Chicago, IL 60661: Relocate before starting work (Required)

Work Location: Hybrid remote in Chicago, IL 60661