Office Coordinator/Legal Admin - firstPRO : Job Details

ESSENTIAL JOB FUNCTIONS:

General Office Management

• Work with the Office Managing Partner on planning and organizing all office operations.
• Collaborate with the U.S. business services professionals for HR, IT, Finance, Facilities, and Marketing to ensure operations align with firm strategy.
• Interact and negotiate with vendors in cooperation with the global procurement team.
• Ensure Partners and Associates (and regional business services functions, where appropriate) are promptly informed of employment or service changes.
• Plan and coordinate office events, working within a predetermined budget.
• Work with firm-wide IT to ensure efficient performance and effective use of the firm's network and telecommunications systems.
• Work with the relevant marketing and Business Development professionals to ensure up to date materials are available in the local office.
• Work collaboratively with the U.S. legal recruiting team, U.S. HR team and Global Director of Administration & Facilities in relation to the recruitment of lawyers, business services professionals and legal interns.
• Coordinate new employee on-boarding with the U.S. HR team, including delivering parts of the Firm and office orientation as required.
• Review, approve and process for payment all office-related accounts payable expenses.
• Travel is required to visit all California offices as needed.
• Perform additional duties as assigned for the efficient operation of the Department, Office and Firm.

Administrative Support

• Serve as the primary liaison for principals, managing Outlook calendars, preventing scheduling conflicts, and facilitating solutions.
• Handle written and electronic correspondence, including proofreading, organizing, and sending materials to clients.
• Answer phones, transfer calls, take messages, establish conference calls, and manage voicemail.
• Prepare new matter reports and maintain client/matter code lists.
• Utilize iManage document management system for document organization and retrieval.
• Coordinate workflow and projects with office services to ensure smooth operations.
• Act as a mentor and team leader, providing training, answering queries, and supporting departmental and firm initiatives.
• Field questions and train colleagues as an expert in the Legal Team Hub support group.
• Monitor principals' professional development requirements and assist as needed.
• Liaise extensively with clients and principals, investigating and responding to requests appropriately.

QUALIFICATIONS:

Knowledge, Skills and Abilities

• Excellent oral and written skills in English; ability to communicate clearly and concisely.
• Knowledge of law firm business operations and best practices.
• Proficiency in MS Word, Excel, PowerPoint and Outlook required; Aderant and Carpe Diem preferred.
• Ability to develop and maintain collaborative working relationships with lawyers and staff at all levels.
• Ability to prioritize and manage own work and coordinate that of others diplomatically.
• Ability to handle sensitive and confidential management issues and information with discretion.
• Ability to assess situations, consult resources and seek guidance as needed to act in a manner consistent with the firm's values and interests.

Education and experience

• Bachelor's degree or equivalent experience.
• At least five years' progressive experience in office administration.
• Experience working in a professional services or law firm environment strongly preferred.