Job Description

LHH Recruitment Solutions is seeking a full-time Office Coordinator in San Francisco, CA!

Responsibilities:

• Answers multi-line switch board, directing calls appropriately and responding to inquiries.
• Ensures appropriate messages are taken and delivered.
• Sorts and distributes incoming mail and prepares outgoing mail for delivery; signs for packages and ensures proper delivery; liaise with Fed-Ex, UPS, USPS, etc.
• Greet and assist visitors when they arrive at the office.
• Orders and maintains office supply orders and inventory.
• Keeps the front lobby and conference room presentation-ready at all times.
• Schedule appointments, including meetings and conferences.
• Maintaining the buildings visitor management system.
• Coordinate workflow and prioritizes work so that all deadlines can be met.
• Act as primary liaison to building management.
• Responsible for conference room scheduling for meetings; arranges for special equipment, and coordinates catering services.
• Assume special projects under direction of Managing Partner.
• Review and approve SF staff ADP timecards.
• Word processing as needed.
• Revise and proofread documents with high accuracy.
• Convert documents from various formats to Word, Excel, or PowerPoint and format according to the firms standard format.
• Modify, compile, and redact PDFs.
• Download, organize and print data room documents.
• Make travel arrangements for attorneys, coordinate conference activities, and organize office events.
• Open files for new clients and new matters, including submittal of required forms and confirming billing arrangements.
• Organize and maintain electronic files in the firms document management system (NetDocs).
• Prepare and process expense reports, check requests, travel reimbursements, etc. in accordance with firm guidelines.
• Enter attorney timesheets into Webview.

Qualifications :

• Proficiency with Microsoft Office Programs (Word, Excel, Adobe and PowerPoint).
• High School diploma or equivalent.
• At least 2 years of experience as a receptionist preferably in a law firm environment.
• At least 3 years law firm experience as a legal secretary/administrative assistant, preferably with public law or corporate experience.
• Pleasant and professional demeanor with a clear speaking voice and excellent command of English grammar.
• Punctuality and stellar attendance is required.
• Ability to work well with others and without supervision.
• Excellent people skills.
• Excellent phone etiquette.
• Must be able to work overtime if necessary.
• Reliable and cooperative manner.
• Ability to handle multiple tasks and remain calm under pressure.
• Ability to perform repetitive tasks and remain seated for long periods of time.
• Ability to keep abreast of all floor plans, extensions, and names of employees.

Salary:

$70-80k per year

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