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.