Office Coordinator

Allen Matkins•Irvine, CA

13h•Onsite

About The Position

The Office Coordinator provides a wide range of administrative support to the entire firm. This position is primarily responsible for the overall efficiency of the Orange County office while representing the Firm in a polite, professional and courteous manner and preserving high standards of confidentiality.

Requirements

High School Diploma required
1-3 years of relevant experience
Law firm or professional services firm experience strongly preferred
Proficient in Word and Excel
Excellent communication skills, both written and verbal
Attention to detail is a must
Must be organized and able to multi task
Must have the ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships with both attorneys and staff
Ability to work under pressure and balance multiple, competing priorities
Must have problem solving and interpersonal skills with experience in providing complex, confidential administrative support in a high-profile environment with tact and diplomacy
Flexibility, adaptability and ability to work in a changing environment is necessary

Responsibilities

Serve as a key point of contact for Chief Administrative Officer, firm personnel and office of the building, related to general administrative queries in a professional, courteous and helpful manner
Answer telephones, respond to telephone requests for information, and assist firm personnel in obtaining information from telephone callers
Greet and welcome clients/guests, including assisting with signing in to the visitor tracking system, assigning WiFi passwords; guide guests based on their needs to the appropriate conference room or resource
Establish and maintain relationships with vendors, including but not limited to: ensuring consistent quality services, negotiating and managing invoices, preparing check requests, coordinating firm wide off-site events such as summer socials, partner meetings, happy hours, etc. This coordination entails scheduling, pricing, ordering food, calendaring with all parties and confirming day before and day of all necessary details
Schedule and reserve conference rooms and guest offices in MRM system; coordinate logistics the day before to ensure workflow with hospitality is prioritized and meetings, setups and food orders are confirmed; send out daily schedule to applicable parties
Coordinate, schedule and maintain office events including monthly massages, car wash, dry cleaning, etc.
Prepare a wide variety of correspondence and reports; drafts memos/letters and email in response to routine questions
Act as a resource to all team members and guests guiding them on appropriate firm policies and procedures
Coordinate with IT department when technology is not working properly
Attend and participate in training sessions
Order all food for meetings and events while taking into consideration the various allergies and preferences of guests; review and track invoices to create a monthly expenditure record; collaborate with Office Services team to ensure an efficient operation of the hospitality services; including food and beverage set ups, supplies, and clean ups
Collect information from all departments for publication of the firm wide calendar and various distribution lists; maintain up-to-date information regarding office events on firm intranet
Serve on the Crisis Management Team for the Orange County office, ensuring building emergency protocols and procedures are understood and followed, and emergency kits are properly stocked.
Update and maintain Orange County office phone lists and floor plan
Coordinate parking ticket orders with the building, ensure proper distribution, maintain firm records for tracking, and submit to the accounting department for processing.
Collaborate with Facilities to report and track office maintenance issues, maintaining a strong relationship with the building to ensure prompt resolution.
Schedule and coordinate regular peer meetings to share best practices to streamline processes and services; works with the various departments including IT, to resolve any issues and apprises peers of resolution
Send out monthly birthday list and coordinate monthly birthday celebration in addition to welcome breakfasts or life event functions
Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations when needed.
Perform various administrative tasks to support firm personnel, including but not limited to, travel arrangements, time entries, calendar management, data entry, etc.
Retain a notary commission and perform notarial acts for Firm business
Work collaboratively with all offices and various departments while maintaining an upbeat, positive approach
Perform additional duties as requested