Administrative Coordinator

BakerHostetler is seeking an Administrative Coordinator to serve the San Francisco, Denver, and Seattle offices. This role integrates administrative support, facilities coordination, and recruiting assistance to promote smooth daily operations and a welcoming office environment. The Administrative Coordinator will work under the direct supervision of an Office Administrator and have an in-person presence of five (5) days a week in the San Francisco office. 

Responsibilities: 

ADMINISTRATIVE

• Provide administrative support to office leadership and act as an ambassador in their absence.
• Support the Associate Mentor Program by scheduling Lunch & Learns, drafting agendas, and assisting with social event planning in conjunction with the Office Mentor Chair.
• Schedule and reserve conference rooms; send meeting invitations.
• Coordinate catering, supply orders, and logistics for meetings and events.
• Coordinate equipment repairs and replacements.
• Coordinate guest and vendor access; greet and escort guests when needed.
• Draft welcome memos and order business cards and office signage for new hires, as directed by the administrator.
• Maintain internal reference materials (e.g., directories, floor maps) and update local office handbooks.
• Assist with special projects and reporting.

FACILITIES

• Serve as liaison with building management and vendors for maintenance, cleaning, HVAC, lighting, and other services.
• Conduct regular office walkthroughs to identify and address maintenance needs.
• Coordinate office moves, including scheduling movers and preparing spaces.
• Monitor guest and vacant offices for cleanliness and supply levels.
• Maintain security access system with current data; assign employee security access cards. 
• Track and file facility-related invoices and vendor documentation.
• Support emergency preparedness and safety programs.
• Serve as floor warden; maintain emergency supplies and equipment.
• Ensure kitchen cleanliness and restock supplies, including beverages and snacks.

RECRUITING

• Maintain and distribute weekly recruiting charts; update recruiting status documents to reflect current activity.
• Draft candidate overview emails for administrator approval.
• Draft and send scheduling emails.
• Maintain recruiting charts and files; perform data entry in ViRecruit.
• Review and track pre-OCI (On-Campus Interviewing) direct applications in conjunction with the Hiring Partner and Hiring Committee.
• Assist with OCI logistics.
• Maintain Summer Program calendar and coordinate social event planning.

Requirements:

• Associate degree in human resources, business administration, or closely related field.
• Minimum 3 years of progressive work experience in supporting administrative and human resources services activity.
• Ability to organize and prioritize numerous tasks.
• Demonstrated proficiency in Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint. Proven aptitude to learn new software applications.
• Excellent written and verbal communication skills. Ability to communicate effectively with all levels of staff members and attorneys. Must be able to provide information with courtesy and tact, and deliver professional, prompt service.
• Strong attention to detail. Ability to type/enter data. Ability to write simple correspondence and routine messages.
• Ability to read and comprehend simple instructions, short correspondence and memos; ability to read and interpret documents such as operating instructions, procedure manuals, and general business documents.
• Excellent interpersonal and communication skills.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.

The expected annual salary for this position ranges from $74,000 - $100,000. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.

Salary : $74,000 - $100,000