Office Administration Coordinator

Department: Administration

Job Number: 100498

Offices: Los Angeles

With eleven offices across the United States, 500 professionals and 350 staff 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 unique and compelling value proposition.

We are looking for a motivated Office Administration Coordinator to join our team. As an integral part of our nationally recognized firm, you will support our Los Angeles office and collaborate closely with the Director of Administration. This role is ideal for individuals who excel in fast-paced environments and are eager to make a positive impact from day one. If you’re passionate about contributing to a progressive professional services firm, we encourage you to apply and become a key member of Manatt’s Office Administration team.

Responsibilities

• Support the Director of Administration with day-to-day office operations and serve as backup as needed.
• Assist with coordinating daily secretarial absences to ensure appropriate coverage and manage overflow assignments.
• Maintain and update the Secretarial Share Chart.
• Coordinate and support in-office special events and all catered office meetings, including seasonal events, Staff Appreciation Week, holiday parties, and philanthropic activities.
• Triage requests from various Firm departments and route them to the appropriate individual or team.
• Review, code, and forward invoices to Accounting for processing and payment.
• Partner with the Office Administration team to support new hire office assignments, office moves, and other facilities-related requests.
• Coordinate with Reception regarding conference room scheduling and catering needs.
• Assist with special projects for the Director of Administration as assigned.
• Support the Director of Administration with onboarding coordination for attorneys and staff, including ordering business cards and office signage and assisting HR with new hire paperwork as needed.
• Conduct new employee office tours.
• Support the Director of Administration in coordinating staff separations with HR.
• Maintain current and new vendor files related to office operations.
• Assist with maintaining staff and professional photographs and uploading images to Workday.
• Process security key card administration.
• Schedule and oversee routine office cleaning with the building’s cleaning services staff, as well as additional cleaning and maintenance services performed by outside vendors.
• Monitor and coordinate requests related to building systems, including HVAC and supplemental equipment, to ensure timely repair and maintenance.
• Conduct daily inspections of the facility to identify needs related to repairs, lighting, plumbing, painting, or other general maintenance issues.
• Serve as a primary point of contact with the Building Engineer and other building personnel regarding office maintenance and security matters.
• Assist with all building security matters, including emergency planning, fire warden coordination, and evacuation procedures.
• Schedule and oversee picture hanging and other office installations.
• Coordinate furniture setup, breakdown, and storage for the Multi-Purpose Conference Room and special events.
  
  

Qualifications

• 2-3 years of related experience; law firm experience preferred
• Bachelor’s degree highly preferred
• Working knowledge of HR and administrative/office practices
• Strong ability to work effectively both independently and as part of a team
• Demonstrated capability to manage multiple projects with strong follow-through
• High professional standards regarding customer service and confidentiality
• Excellent written and verbal communication skills
• Strong organizational, planning, and interpersonal skills
• Must be comfortable interacting with all levels of the firm
• Proficiency in Microsoft Office, including Excel and Outlook
  
  

The base annual pay range for this role is between $65,000-$69,000. The base pay to be offered will vary and depend on skills and qualifications, experience and location. 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).