Office Coordinator
Prestigious law firm is seeking an Office Coordinator to support their Century City office. This is a full time in-office position.
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
- Answer telephones, respond to telephone requests for information, and assist attorneys in obtaining information from telephone callers
- Greet and welcome clients/guests, including 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:
- 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.
- 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.
- Coordinate with IT department when technology is not working properly
- 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
- 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 additional duties as requested by the direct supervisor
Qualifications:
- High School Diploma required
- 1-3 years of relevant experience
- Law firm or professional services firm experience strongly preferred
- Proficient in Word and Excel
- Attention to detail is a must
- Must be organized and able to multi task
- 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