Office Coordinator

Allen Matkins is a premier California law firm, with more than 200 attorneys and legal professionals practicing in four major metropolitan areas of California: Los Angeles, Orange County, San Francisco and San Diego. We pride ourselves on our team, our focus on creating a well-run business and our exceptional relationships with clients. We are incredibly proud of what we've built, and look forward to welcoming new people who are similarly passionate and excited about what they do.
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 office while representing the Firm in a polite, professional and courteous manner and preserving high standards of confidentiality.
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Essential Duties and Responsibilities: *

• Serve as a key point of contact for Chief Administrative Officer, attorneys, staff, 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 attorneys in obtaining information from telephone callers
• Greet and welcome clients/guests, including assisting with signing in to the Envoy 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:

o ensuring consistent quality services,
o negotiating and managing invoices,
o preparing check requests,
o 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
• Schedule and maintain office events including 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
• Orders all food for meetings and events while taking into consideration the various allergies and preferences of guests; reviews and tracks invoices to create a monthly expenditure record; collaborates 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
• Maintain parking validation tickets and orders the validations; maintain validation log for the accounting department
• Receive office maintenance issues and direct accordingly to Facilities or report to building management or building website
• 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 coordinates monthly birthday celebration in addition to welcome breakfasts or life event parties including retirements, milestone birthdays, marriages, new babies, etc.
• Perform various administrative tasks to support secretaries and attorneys
• Work collaboratively with all offices and various departments while maintaining an upbeat, positive approach
• Perform additional duties as requested by the Managing Director of Practice Services

Education and/or Experience:

• High School Diploma required
• 1-3 years of relevant experience
• Law firm or professional services firm experience strongly preferred

Qualifications:

• 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

EEO Statement
Allen Matkins is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.
California Consumer Privacy Act
We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at https://www.allenmatkins.com/disclaimers/privacy-policy.html.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Allen Matkins LLP is an Equal Opportunity Employer and offers a competitive compensation &
benefits package.

Job Type: Full-time