Office Administration Coordinator Jobs

With ten offices across the United States, 450+ professionals and 350+ business professionals, Manatt, Phelps & Phillips, LLP (www.manatt.com), is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The Firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the Firm to provide a distinct and compelling value proposition.

RESPONSIBILITIES

Office Administration:

• Maintain staff and professional photos and upload to Workday
• Coordinate & work with Reception on conference room scheduling and catering
• New employee office tours
• Maintain Secretarial Share chart
• Coordinate new employee orientations for attorneys and staff, including ordering business cards and office signage
• Coordinate staff separation with HR
• Coordinate and partner with the Facilities Coordinator on new hire office assignments, office moves and other facility related requests
• Coordinate daily secretarial absences to help facilitate coverage and overflow assignments
• Coordinate new employee onboarding with HR and process new hire paperwork (i.e., I-9s)
• Coordinate special events & all catered office meetings including Seasonal Events, Staff Appreciation Week, NYO Holiday Party and philanthropic activities
• Triage requests from various Firm departments and direct to correct individual
• Review, code and forward invoices to Accounting for payment
• Assist Office Administrator with general office operations as needed as serve as back up
• Assist with Special Projects for Office Administrator as assigned
• Maintain internal phone list

Accounting:

• Manage banking for the NY office
• Handle Petty Cash & Quick Checks for NY office
• Open and maintain IOLTA Accounts
• Make bank deposits, send cash receipts and bank statements to Accounting

All of the accounting duties are performed under the supervision of the Office Administrator and the Coordinator does not have signing authority.

Vendor Services:

• Back up Facilities Coordinator when needed to procure weekly supplies through Fresh Direct, Office Depot, etc.
• Process Pitney Bowes postage meter refills in Office Services
• Manage Citibike account for NY office
• Manage all new caterers into the building - organize food tastings for staff, procure and renew Certificates of Insurance for caterers to deliver through freight elevator
• Review/maintain Corporate Hotel information for NY office
• Maintain current and new vendor files related to Office Operations

Technology:

• Maintain Seamless Web and Boston Properties websites
• Assist with beta testing for new software, includes giving extensive feedback
• Update/maintain Manatt Insight website for NY office

QUALIFICATIONS:

• Must be comfortable interacting with all levels of the firm
• 2-3 years of related experience, Law Firm experience preferred
• Bachelor’s Degree highly preferred
• Must have high professional standards regarding customer service and confidentiality
• Strong written/ verbal communication skills
• Proficient in Microsoft Office specifically EXCEL and OUTLOOK
• Must be able to work well as part of a team and independently
• Knowledge of HR and administrative/office practices
• Strong organizational, planning and interpersonal skills
• Ability to handle multiple projects and have strong follow through skills

The base annual pay range for this role is between $60,000-$65,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against you, including terminating your employment.

Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid, this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).

Holly Brown