Office Coordinator Jobs in Los Angeles CA

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Los Angeles, CA 90067

Employment Type: Direct Hire Position Type: Reception Job Number: 25550 Rate DOE: $50,000 to $75,000

Job Description

Position: Office Coordinator

Location: Century City, CA (Onsite)

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

Experience: 3+ years’ legal or professional services experience to provide a wide range of administrative support to the law firm and ensure overall efficiency of the Century City office 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: Monday – Friday, 9:00am to 5:30pm

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 Chief Administrative Officer/firm staff and act as 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 WiFi passwords and guiding/directing guests to 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 day before and day of all necessary details.
Schedule and reserve conference rooms and guest offices in 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 (monthly massages, car wash, dry cleaning)
Prepare correspondence and reports; drafts memos/letters and email in response to routine questions.
Act as a resource to all team members/guests.
Coordinate with IT department when technology is not working properly.
Order all food for meetings/events taking into consideration guest preferences/allergies; review/track invoices to create a monthly expenditure record; collaborate with Office Services to ensure an efficient hospitality services (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 firm 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 birthday/life event celebrations and welcome breakfasts.
Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations.
Perform administrative tasks to support firm personnel (travel arrangements, time entries, calendar management, 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 ability to work in a changing environment is 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 Los Angeles County Fair Chance Ordinance for Employers and 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.

Job Requirements

Serve as a key point of contact for Chief Administrative Officer/firm staff and act as 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 WiFi passwords and guiding/directing guests to 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 day before and day of all necessary details.
Schedule and reserve conference rooms and guest offices in 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 (monthly massages, car wash, dry cleaning)
Prepare correspondence and reports; drafts memos/letters and email in response to routine questions.
Act as a resource to all team members/guests.
Coordinate with IT department when technology is not working properly.
Order all food for meetings/events taking into consideration guest preferences/allergies; review/track invoices to create a monthly expenditure record; collaborate with Office Services to ensure an efficient hospitality services (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 firm 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 birthday/life event celebrations and welcome breakfasts.
Work cross-functionally with Office Coordinators in other locations to provide coverage and ensure seamless office operations.
Perform administrative tasks to support firm personnel (travel arrangements, time entries, calendar management, 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 ability to work in a changing environment is necessary.

Additional Information

Kent Daniels and Associates is a legal staffing service specializing in the placement of temporary, temp-to-hire and full-time regular employees in law firms and corporate legal departments in Los Angeles, San Francisco, San Diego, and nationwide. We staff all positions in law firms and all three shifts - day, swing and graveyard. Kent Daniels was established in 1986, giving us 37 years of experience finding candidates legal jobs in law firms nationwide. Applicants will be considered in a manner consistent with federal, state, and local requirements as applicable. Salary ranges are provided in good faith at the time of posting and represent the compensation KDA/our clients are willing to pay for the advertised position. Exact compensation will be determined by a wide range of factors including but not limited to experience level, education/training, relevant skills, business needs and location.

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