Office Coordinator

About Allen Matkins

For more than 45 years, Allen Matkins has worked with clients drawn to us by our reputation for market-leading solutions, pragmatism, exemplary quality, approachability, and our unparalleled network of contacts and connections in business and government.  Founded with deep roots in real estate, the firm has leveraged that foundation to grow and build prominent environmental and natural resources, land use, litigation, corporate, tax, labor and employment, and bankruptcy/restructuring practices which allow us to partner with clients across myriad industries and markets. Our firm’s success is driven by our commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to our clients. We are guided by our core values: our people are our most important resource; we have a commitment to quality work, all the time; and we work as a team with each other and with our clients - we foster camaraderie.

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 San Francisco office while representing the Firm in a polite, professional and courteous manner and preserving high standards of confidentiality.

Essential Duties and Responsibilities

• Serve as a key point of contact for Chief Administrative Officer, firm personnel 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 firm personnel in obtaining information from telephone callers
• Greet and welcome clients/guests, including assisting with signing in to the visitor tracking 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. 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
• Coordinate, schedule and maintain office events including monthly 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
• Order all food for meetings and events while taking into consideration the various allergies and preferences of guests; review and track invoices to create a monthly expenditure record; collaborate 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
• Serve on the Crisis Management Team for the San Francisco office, ensuring building emergency protocols and procedures are understood and followed, and emergency kits are properly stocked.
• Update and maintain San Francisco office phone lists and floor plan
• Coordinate parking ticket orders with the building, ensure proper distribution, maintain firm records for tracking, and submit to the accounting department for processing.
• Collaborate with Facilities to report and track office maintenance issues, maintaining a strong relationship with the building to ensure prompt resolution.
• 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 coordinate monthly birthday celebration in addition to welcome breakfasts or life event functions
• Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations when needed.
• Perform various administrative tasks to support firm personnel, including but not limited to, travel arrangements, time entries, calendar management, data entry, etc.
• Retain a notary commission and perform notarial acts for Firm business
• Work collaboratively with all offices and various departments while maintaining an upbeat, positive approach
• Perform additional duties as requested

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

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.

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.

Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Compensation

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $50,000 - $75,000 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.

The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications. The pay range is subject to change at any time dependent on a variety of internal and external business factors.

Salary : $50,000 - $75,000