Office Coordinator​/Public Finance Assistant

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9 days ago Requisition

Salary Range: $70,000.00 To $75,000.00 Annually

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.

• 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

• 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 (Net Docs).
• Prepare and process expense reports, check requests, travel reimbursements, etc. in accordance with firm guidelines.
• Enter attorney timesheets into Webview.

• 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
• 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.

Lifting up to 15 pounds; kneeling, bending sometimes required. Typing/sitting at desk for long durations at a time.

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…