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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

  • 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