Office Coordinator

Summary

Under the general direction of the Los Angeles Office Manager, shall be responsible for providing office maintenance tasks for attorneys and administrative staff, as well as perform Front of House duties. This role is 5 days a week in office. The annual base compensation for this role is commensurate with experience and set between $65,000 - $68,000. 

The Role

• Provides clerical support including but not limited to photocopying services, sending and distributing faxes, sorting and distributing incoming mail, delivering outgoing mail as necessary to post office and to express courier service locations, providing local messenger services as needed, operating binding machine, operating postage machine including ordering postage and keeping log of postage usage, daily pick up and shredding of documents.
• Scanning and digitizing hardcopy documents using the firm's systems.
• Receiving and processing electronic documents
• Travels to local outside vendors (i.e. FedEx, UPS, Staples, etc.) when necessary to obtain materials and supplies or complete projects appropriately.
• Orders and receives office and kitchen supplies with approval from the Office Manager.
• Maintains all supplies in an orderly fashion and inventories stock periodically to maintain adequate level of supplies.      Verifies packing slips for receipt and delivery forwarding receipts to the Office Manager.
• Maintains supplies in all offices and satellite copy areas.
• Assist with notary services as requested.
• Arranges for the set-up of meeting room furniture/room configuration prior to in-office meetings.
• Acts as key operator for general maintenance of copy room equipment including copier, fax, postage, binding and shredding machines.  Places service calls when necessary and orders supplies for equipment when approved by Office Manager.
• Coordinate with office management on firm entertainment (may take place after hours) and provide support in office rearrangements, set up and clean up.
• Maintain kitchen/coffee area including stocking of supplies, organizing inventory, daily dishwasher service, upkeep of coffee equipment and coordinating with Office Manager on repairs.
• Assists with office moves and transfers.
• Under the direction of the Information Governance department, provide records support consisting of placing labels on files and receiving or sending files to and from other offices or offsite storage.
• Replaces printer toner cartridges when needed.
• Welcomes and receives guests and clients by greeting them in person or on the telephone.
• Sign for and distribute deliveries; answers or directs inquiries to appropriate person.
• Schedules meetings for the San Diego office and other Withers Bergman offices through the global hospitality software and arranges conference rooms.
• Schedules visitor offices as needed.
• Maintains meeting rooms; monitors relevant supplies and facilitates use of Videoconference and other Audio Visual equipment.
• Maintains premises making minor repairs when necessary (e.g., cabinet jams, desk or chair repairs) or coordinating with landlord for more significant repairs and maintenance.
• Establishes working relationships with outside vendors and service providers.
• Participates in maintaining manual for department.
• Maintains client confidence by keeping client/attorney information confidential.
• Performs other job-related duties as assigned and assists attorneys and staff when needed 

Education & Skill Requirements

• Professional demeanor; ability to represent the attorneys to clients and others.
• Solid command of the English language including excellent spelling, grammar, punctuation, form and style.
• Ability to compose correspondence as needed.
• Strong communication skills: the ability to express self effectively, both orally and in writing.
• Interpersonal skills: the ability to establish effective working relationships with colleagues.
• Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages.
• Technical ability to use multi-function devices, MS Office Suite, various digitizing tools
• Approximately six months to one year on the job experience necessary in order to gain an understanding of the office policies and procedures and effectively operate equipment with minimal supervision.
• Ability to organize and prioritize a multitude of tasks and daily responsibilities and complete them under tight time constraints.
• Strong interpersonal skills necessary in order to communicate by phone and in person with employees and vendors and to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing essential duties.
• Ability to retrieve and distribute printed volumes, push and pull packages, books, boxes and files weighing up to 30 pounds, and ability to move office furniture and retrieve and replace objects from shelves of up to 8 ft high.
• Ability to travel to private and public buildings via private or public conveyance to assist attorney in attending to client needs on legal matters.
• Must have flexibility for overtime before or after normal work hours.
• Must be able to work independently or as part of a team.

About Withers 

Where global collaboration achieves exceptional results. 

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A law firm focused on people and collaboration. 

For the past 125 years, Withers has supported some of the world’s most remarkable people and organizations at defining moments in their lives. 

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. 

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. 

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.  

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself. 

We are delighted to announce that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector. 

Equal Employment Opportunity Statement

The firm is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at (203) 789-1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.