Office Coordinator/Public Finance Assistant

STRADLING YOCCA CARLSON & RAUTH•San Francisco, CA

2d•$70,000 - $75,000•Onsite

About The Position

Provides administrative support for the San Francisco office. The position is responsible for managing key office tasks including: answering the telephone, organizing and maintaining files, managing office equipment/supplies, ensuring a professional physical appearance of the office, providing administrative support to attorneys, and coordinating general operations of the office.

Requirements

Proficiency with Microsoft Office Programs (Word, Excel, Adobe and PowerPoint)
High School diploma or equivalent
At least 2 years of experience as a receptionist preferably in a law firm environment
At least 3 years law firm experience as a legal secretary/administrative assistant, preferably with public law or corporate experience
Pleasant and professional demeanor with a clear speaking voice and excellent command of English grammar
Punctuality and stellar attendance is required
Ability to work well with others and without supervision
Excellent people skills
Excellent phone etiquette
Must be able to work overtime if necessary
Reliable and cooperative manner
Ability to handle multiple tasks and remain calm under pressure
Ability to perform repetitive tasks and remain seated for long periods of time
Ability to keep abreast of all floor plans, extensions, and names of employees.

Nice To Haves

preferably with public law or corporate experience

Responsibilities

Answers multi-line switchboard, directing calls appropriately and responding to inquiries.
Ensures appropriate messages are taken and delivered, including caller’s full name and purpose of call.
Sorts and distributes incoming mail and prepares outgoing mail for delivery; signs for packages and ensures proper delivery; liaises with Fed-Ex, UPS, USPS, etc.
Greets and assists visitors when they arrive at the office.
Orders and maintains office supply orders and inventory.
Keeps the front lobby and conference room presentation-ready at all times.
Schedules appointments, including meetings and conferences.
Maintains the building’s visitor management system.
Coordinates workflow and prioritizes work so that all deadlines can be met.
Acts as primary liaison to building management.
Responsible for conference room scheduling for meetings; arranges for special equipment, and coordinates catering services.
Assumes special projects under direction of Managing Partner.
Reviews and approves SF staff ADP timecards.
Performs word processing as needed.
Revises and proofreads documents with high accuracy.
Converts documents from various formats to Word, Excel, or PowerPoint and formats according to the firm’s standard format.
Modifies, compiles, and redacts PDFs.
Downloads, organizes and prints data room documents.
Makes travel arrangements for attorneys, coordinates conference activities, and organizes office events.
Opens files for new clients and new matters, including submittal of required forms and confirming billing arrangements.
Organizes and maintains electronic files in the firm’s document management system (NetDocs).
Prepares and processes expense reports, check requests, travel reimbursements, etc. in accordance with firm guidelines.
Enters attorney timesheets into Webview.