Office Coordinator

Position : Office Coordinator

Location : Irvine, CA (Onsite)

Pay : $50,000 to $75,000 annually

Experience : 3+ years of legal or professional services experience to provide a wide range of administrative support to the law firm and ensure overall efficiency while representing the firm in a polite, professional, and courteous manner and preserving high standards of confidentiality.

Education : High School Diploma required.

Type :   Full-time; Direct Hire

Schedule :   Day Shift, 8 : 30am to 5 : 00pm

Kent Daniels & Associates is seeking an Office Coordinator to join our dynamic law firm client!

Job Description :

Serve as a key point of contact for the Chief Administrative Officer / firm staff and act as a direct liaison with the office of the building, related to general administrative queries.

Answer telephones, respond to requests for information, and obtain information from telephone callers.

Greet and welcome clients / guests, including visitor tracking system, providing Wi-Fi passwords, and guiding / directing guests to the appropriate conference room or resource.

Establish and maintain relationships with vendors to ensure consistent quality services, manage invoices, and prepare check requests.

Coordinate offsite events (summer socials, partner meetings, happy hours), including scheduling, pricing, ordering food, calendaring with all parties, and confirming the day before and the day of all necessary details.

Schedule and reserve conference rooms and guest offices in the MRM system; coordinate logistics to ensure workflow with hospitality is prioritized and meetings, setups, and catering are confirmed; send out daily schedule to applicable parties.

Coordinate, schedule, and maintain office events.

Prepare correspondence and reports; draft memos / letters and emails in response to routine questions.

Act as a resource to all team members / guests and coordinate technology services with IT.

Order food for meetings / events, taking into consideration guest preferences; review / track invoices to create a monthly expenditure record; collaborate with Office Services to ensure an efficient hospitality service (food / 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 the firm's intranet.

Serve on the office Crisis Management Team, ensuring building emergency protocols and procedures are followed, and emergency kits are properly stocked.

Update and maintain 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 and streamline processes / services; works with the various departments, including IT, to resolve any issues.

Send out monthly birthday list and coordinate monthly events / welcome breakfasts.

Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations.

Perform administrative support with travel arrangements, time entries, calendar management, and data entry.

Retain a notary commission and perform notarial acts for Firm business.

Position Requirements :

Proficient in MS Office (Word, Excel, Outlook).

Law firm or professional services firm experience strongly preferred. Excellent communication skills on all levels.

Attention to detail is a must.

Must be organized and able to multitask. Must have the ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships with both attorneys and staff.

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 the ability to work in a changing environment are necessary.

Kent Daniels & Associates  is part of Array Corporation, the leading technology-enabled workforce solutions company whose mission is to fix how work is bought, sold and delivered to enable access to the American Dream.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act.

We are proud to be an Equal Employment Opportunity and Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Position : Office Coordinator

Location : Irvine, CA (Onsite)

Pay : $50,000 to $75,000 annually

Experience : 3+ years of legal or professional services experience to provide a wide range of administrative support to the law firm and ensure overall efficiency while representing the firm in a polite, professional, and courteous manner and preserving high standards of confidentiality.

Education : High School Diploma required.

Type :   Full-time; Direct Hire

Schedule :   Day Shift, 8 : 30am to 5 : 00pm

Kent Daniels & Associates is seeking an Office Coordinator to join our dynamic law firm client!

Job Description :

Serve as a key point of contact for the Chief Administrative Officer / firm staff and act as a direct liaison with the office of the building, related to general administrative queries.

Answer telephones, respond to requests for information, and obtain information from telephone callers.

Greet and welcome clients / guests, including visitor tracking system, providing Wi-Fi passwords, and guiding / directing guests to the appropriate conference room or resource.

Establish and maintain relationships with vendors to ensure consistent quality services, manage invoices, and prepare check requests.

Coordinate offsite events (summer socials, partner meetings, happy hours), including scheduling, pricing, ordering food, calendaring with all parties, and confirming the day before and the day of all necessary details.

Schedule and reserve conference rooms and guest offices in the MRM system; coordinate logistics to ensure workflow with hospitality is prioritized and meetings, setups, and catering are confirmed; send out daily schedule to applicable parties.

Coordinate, schedule, and maintain office events.

Prepare correspondence and reports; draft memos / letters and emails in response to routine questions.

Act as a resource to all team members / guests and coordinate technology services with IT.

Order food for meetings / events, taking into consideration guest preferences; review / track invoices to create a monthly expenditure record; collaborate with Office Services to ensure an efficient hospitality service (food / 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 the firm's intranet.

Serve on the office Crisis Management Team, ensuring building emergency protocols and procedures are followed, and emergency kits are properly stocked.

Update and maintain 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 and streamline processes / services; works with the various departments, including IT, to resolve any issues.

Send out monthly birthday list and coordinate monthly events / welcome breakfasts.

Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations.

Perform administrative support with travel arrangements, time entries, calendar management, and data entry.

Retain a notary commission and perform notarial acts for Firm business.

Position Requirements :

Proficient in MS Office (Word, Excel, Outlook).

Law firm or professional services firm experience strongly preferred. Excellent communication skills on all levels.

Attention to detail is a must.

Must be organized and able to multitask. Must have the ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships with both attorneys and staff.

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 the ability to work in a changing environment are necessary.

Kent Daniels & Associates  is part of Array Corporation, the leading technology-enabled workforce solutions company whose mission is to fix how work is bought, sold and delivered to enable access to the American Dream.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act.

We are proud to be an Equal Employment Opportunity and Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.