Administrative & Operations Coordinator (Temporary)

Company Overview
Wakeen & Associates Mediation Services LLC specializes in conflict resolution for the legal and business communities. We prioritize wisdom, strategic collaboration, respectful engagement, and mutual accountability to deliver effective mediation solutions.

Job Overview
We are seeking a highly organized and proactive Temporary Administrative & Operations Coordinator to support our office functions and streamline daily operations during a maternity leave. The ideal candidate is:

• Exceptionally organized and detail-oriented
• Strong written and verbal communication skills
• Comfortable managing multiple priorities
• Tech-savvy (Outlook, Zoom, Microsoft Office)

Schedule & Timeline Training Period

• As soon as possible – June 12

June – July

• Monday–Thursday
• Approximately 20 hours/week

Mid/Late July – August

• Monday–Friday
• Approximately 35–40 hours/week

Responsibilities

Administrative & Client Coordination

• Manage email, calls, voicemail, and scheduling using Microsoft Outlook
• Communicate professionally with clients, attorneys, and law offices
• Track and follow up on outstanding tasks and communications
• Maintain mediation calendar, cancellations, and waitlists

Mediation Scheduling & Zoom Coordination

• Coordinate mediations scheduled approximately 30–90 days in advance
• Work with law offices to coordinate availability between parties
• Schedule Zoom meetings and breakout rooms for upcoming mediations
• Assist with basic technical troubleshooting during mediations

Case & File Management

• Prepare and send confirmation packets and mediation materials
• Request invoices from bookkeeper and send to clients
• Maintain organized digital and physical case files
• Track case progress and follow-ups
• Draft closing letters following mediations

Mail, Deposits & Office Support

• Check and organize incoming mail
• Process and deposit checks at the bank
• Create detailed deposit reports for the bookkeeper using a template
• Follow up on mediation deposits and signed agreements
• Order office supplies as needed
• Provide occasional light personal administrative support

Requirements

• Proven experience in office administration or clerical roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications.
• Excellent written and verbal communication.
• Detail-oriented and dependable.
• Comfortable working independently.
• Attention to detail for proofreading and data entry tasks.
• Previous office or administrative experience demonstrating effective time management and multitasking capabilities.
• Personal assistant or office management experience is a plus; familiarity with customer service principles is essential.

Pay: $25.00 - $28.00 per hour

Benefits:

• Flexible schedule

Education:

• High school or equivalent (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Seattle, WA 98101 (Required)

Work Location: In person