Office Coordinator - SF

Role purpose
The Office Coordinator position in San Francisco will be a hybrid role responsible for both the daily operation of the office to include Front of House, Catering, and Office Services support.
As an Office Coordinator, this role acts a firm ambassador, the voice and image of our firm, the first person that visitors and employees see when they enter our office. They ensure that the office runs as smoothly and efficiently as possible. Will be handling various support functions including Front of House, Mailroom, Duplicating, Catering and Event Planning. Responsibilities include processing invoices, handling projects, cleaning and stocking the kitchen/pantry, purchasing supplies, office-wide communications, social functions and receptions.

The general duties of the Office Coordinator includes but are not limited to; meeting and greeting clients, booking conference rooms and visitor offices, light duplication of documents and maintenance of copy machines, sending and receiving faxed documents, handling mail, packages and shipments and routing them to appropriate parties, assisting in simple maintenance tasks and coordinating office moves, and conference room set ups including A/V support. Observation and confidentiality in all client and firm matters are required.

The A/V component of the role is comprised of overseeing technical needs of internal and external client meetings and creating a high-quality industry standard A/V environment for all events. Working with the A/V team, this person will collaborate with key stakeholders to gather and provide data in order to create a high-level audio/visual atmosphere, support and maintain in-house A/V equipment.
Scheduled shift hours will be 9am-5:30pm with occasional overtime as needed.

Key relationships

• Partners/Counsel/Associates
• Shared Service teams
• Colleagues in other offices in the firm's network
• External clients

Responsibilities
Front of House Functions

• Schedule appointments and events including car services
• Ensure all visitors and clients are entered into building security system
• Greet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach
• Handling calls, screening and directing calls to the appropriate persons
• Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Organize and maintain emails and documents
• Data entry
• Schedule meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing, etc. prior to the client meeting
• Cleaning conference rooms after use
• Client meetings assistance such as copying/scanning/faxing, client interaction and team support
• Set up visitor offices as well as assist with their requests such as booking restaurants, cars, etc.
• Prepare weekly visitor announcement for the office
• Send welcome email to each visitor with office access instructions

Office Administration Functions

• Monitoring of floor environment of the office (i.e. file allocation, maintenance/condition of desks and work areas, etc.)
• Coordination of office activities and operations in compliance with firm policies and in such a way as to promote a positive work environment
• Assist with onboarding new hires (e.g, ensure IT set up and otherwise prepare office space for new hires)
• Coordination with office-related vendors
• Coordinate internal and external events
• Supervise cleaning crew and cleanliness of office space
• Invoice processing
• Coordination with building management for loading dock use
• Submitting tickets to the building for repairs, maintenance, temperature adjustments
• Coordinate with firm photographer for new joiner photos

Audio Video Support

• Assist in booking virtual or in office Webex, Teams and Zoom meetings for internal and external clients
• Perform tests in advance of scheduled meetings
• Provide technical support for teleconferences and webinars

Catering

• Brew coffee daily
• Place orders for pantry supplies to include food, beverages, paper goods
• Receive and unpack deliveries, checking in against packing slip for accuracy
• Place catering orders for meetings
• Create menu signage for catering set ups
• Set up catering for meeting rooms and events
• Clean and maintain an organized kitchen
• Load dishwasher nightly, run unit, and empty the following morning

Office Services

• Checking mail daily and routing as appropriate
• Receiving all incoming packages and deliveries and logging for tracking purposes
• Arrange couriers
• Printing, binding where self-service is not an option
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• ID card entry for building security
• Setting up new joiners for Kastle security access
• Checking all printers and supply stations and restocking as needed
• Liaise with external printers for the production of brochures, pitch documents and other client materials

Key requirements

• 5-8 years of experience in an office support role
• Bachelor's degree preferred
• Good working knowledge of MS 2016 Word, Excel, PowerPoint and Outlook
• Tech savviness
• Experience with a virtual filing system
• Ability to work Overtime
• Display strong organization skills and flexibility to juggle multiple demands
• Demonstrate strong attention to detail and produce high quality / accurate work
• Show a proactive approach to tasks and situations
• Work effectively as part of a team and support colleagues
• Build successful relationships with fee earners to add value to the deal team
• Ability to work on-site 5 days per week

Who we are looking for

• Maintain tact and diplomacy, trust and confidentiality
• Exhibit strong professional communication skills, both oral and written
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership
• Have an positive approach to change and adapt to changing requirements
• Take responsibility for own development to improve performance
• Take responsibility for ensuring personal development and IT skills are maintained and improved