Receptionist/Office Coordinator

STRADLING YOCCA CARLSON & RAUTH•Newport Beach, CA

About The Position

This position serves as the first point of contact for visitors and ensures smooth, professional front-office operations. The Receptionist/Office Coordinator provides administrative support by answering the office’s main telephone line, managing conference room scheduling and meeting logistics, handling incoming and outgoing mail and deliveries, performing general clerical tasks, and ensuring the general upkeep and organization of the office.

Requirements

At least 1 year of administrative/reception experience.
AA degree preferred
Proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
Strong organizational skills with the ability to multi-task and met deadlines in a fast paced environment
Professional demeanor with strong client-service orientation
Excellent verbal and written communication skills.
Strong problem-solving skills and ability to exercise sound judgment
Flexibility to work overtime if necessary.
Reliable, punctual and committed to consistent attendance.

Responsibilities

Operate the reception console by answering and directing calls from the firm’s main telephone line in a professional, courteous and timely manner
Greet, welcome, and assist clients, visitors, and vendors upon arrival
Serve as liaison between the office and building management regarding maintenance requests, security matters, and other facility-related issues
Coordinate incoming and outgoing mail and packages, including FedEx, UPS, USPS, and messenger services
Manage conference room scheduling, including coordination of logistics, equipment set-up and catering
Assist with attorney time entries in 3E/Workspace
Assist with client intake processes, including conflicts checks, engagement letters, and new matter memos
Monitor and troubleshoot minor office equipment issues including printers; ensure supply of toner and paper
Monitor, order and stock office supplies, beverages and snacks
Maintain professional and tidy office appearance of all common areas, including reception, conference rooms, kitchen and supply areas
Plan and assist with department and office-wide luncheons and social events
Provide timely notification to attorneys of mail and packages
Schedule appointments, including meetings, conferences, court dates, and depositions for team members
Coordinate work flow and prioritize work so that all deadlines can be met
Arrange travel schedule and reservations for team members
Provide general administrative and clerical support to attorneys and staff as needed
Assist with special projects and duties as assigned