Administrative Services Coordinator

Seyfarth Shaw LLP•Sacramento, CA

11d•Onsite

About The Position

As an Administrative Services Coordinator, you will support the Office Administrator and other office leaders by providing administrative support for their day-to-day responsibilities. You will act as a liaison to other Departments and provide support to Office Services and Reception.

Requirements

4-7 years of experience.
Previous law firm or professional services experience strongly preferred.
Bachelor's Degree or Equivalent Experience
Knowledge of Microsoft Office applications (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
Demonstrates effective interpersonal and communication skills, both verbally and in writing
Demonstrates close attention to detail
Ability to handle sensitive matters and maintain confidentiality
Ability to handle multiple assignments and shifting priorities
Ability to organize and prioritize work
Ability to work well in a demanding and fast-paced environment
Ability to work independently as well as effectively within a team
Demonstrates a commitment to quality of finished product
Ability to problem solve

Responsibilities

Greet visitors entering and leaving the office.
Answer multi-line phone system and forward calls to appropriate individuals.
Confirm reservations through Event Management System.
Maintain office security by ensuring visitors have appointments with attorneys. Assign offices to Seyfarth visiting attorneys and staff; track visitor security badges; circulate notice of visitors to office personnel.
Assist in planning and coordinating internal and external office events, working directly with vendors and/or firm functional areas as necessary under direction of Office Administrator
Process office invoices and expense reports, and manage use and documentation of office credit card; answer questions and handle issues related to Chrome River
Maintain and update the office inSeyt page
Assist with firm roll-out programs and training sessions
Assist as needed with new hire onboarding and other HR-related projects
Maintain the office birthday and service anniversary list (will vary by office)
Manage the process for attorney bio photos for the office
Process mail for terminated employees
Maintain and update the office telephone directory and “Who to Call” list
Serve as a point of contact for employee questions and a liaison to other departments
Draft, review and revise email and written communication and documentation
Forward pertinent and time-sensitive information to Operations or Building Services (e.g., heating/cooling complaints, etc.).
Coordinate and oversee local library needs with librarian.
Assist with other tasks and projects as requested