Office Coordinator/Public Finance Assistant

Overall Purpose :

Provides administrative support for San Francisco office. The position is responsible for managing key office tasks including: answering the telephone, organizing and maintaining files, office equipment/supplies and professional physical appearance of the office, provides administrative support to attorneys, and coordinates general operations of the office.

OFFICE RESPONSIBILITIES, include but are not limited to:

• Answers multi-line switch board, directing calls appropriately and responding to inquiries;
• Ensures appropriate messages are taken and delivered, including caller’s full name and purpose of call;
• 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 building’s 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; and

LEGAL ASSISTANT DUTIES, include but are not limited to:

• Revise and proofread documents with high accuracy.
• Convert documents from various formats to Word, Excel, or PowerPoint and format according to the firm’s 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 firm’s 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/Requirements :

• 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.

Physical Demand :

The salary wage range that we expect to pay for this position is from $70,000 - $75,000 and represents our good faith and reasonable estimate of the range of base salary at the time of posting. The actual salary offered may vary based on experience, qualifications or other relevant factors.

W e are an Equal Opportunity Employer.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Paid holidays

Schedule:

• 7.5 hour shift (M-F, 9:00 a.m. - 5:30 p.m., 1 hour lunch break)