Administrative & Front Office Coordinator

KLA Industries; Irvine (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

KLA Industries in Irvine, CA is seeking an Administrative Support professional for a fully in-office role. You will support the Office Manager, manage front desk duties, and assist with facilities, mail, and supplies in a fast-paced legal office.

Key responsibilities include greeting visitors, handling calls and scheduling, maintaining calendars, organizing records, and assisting with room setups and catering for meetings.

Qualifications

• Minimum of one year of experience with scheduling, hospitality, and office logistics.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Excellent organizational and time-management skills.
• Professional demeanor and dependable work ethic.
• Strong attention to detail and documentation skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

Responsibilities

• Provide general administrative assistance to the Office Manager.
• Maintain physical and electronic filing systems and organize files for new matters.
• Input and save information to the firm's file system.
• Assist legal staff with large copy jobs and preparation of binders for hearings.
• Assist with onboarding tasks for new employees.
• Answer and direct incoming phone calls and accurately take and deliver messages.
• Greet visitors and guests, validate parking, and issue loaner key cards.
• Maintain a professional, organized, and welcoming front office area.
• Schedule meetings and send Outlook calendar invitations.
• Manage office reservations for visiting attorneys.
• Maintain and update the master conference room calendar.
• Prepare conference rooms for meetings and depositions and clean and restock them as needed.
• Order and arrange food and beverages for meetings, including weekly breakfasts and lunches.
• Clean and restock the kitchen area at the end of each day.
• Stock printers and copiers with paper daily.
• Report office and equipment maintenance issues to the Office Manager.
• Submit building work orders for facility concerns, including temperature and cleanliness issues.
• Maintain and update inventory of office and kitchen supplies, including snacks and beverages.
• Retrieve, open, scan, and distribute incoming mail to the appropriate staff.
• Drop off outgoing mail and overnight packages at the end of each day.
• Monitor and maintain office supply inventory and order materials as needed.
• Organize and maintain supply rooms and file rooms.
• Coordinate with the Records Manager on large-scale records management projects.
• Understand and implement employee safety protocols.
• Assist with special projects and perform additional duties as assigned.
• Support the overall smooth and efficient operation of the office.

Skills

Scheduling

Hospitality

Office logistics

MS Office

Communication

Organization

Time management

Attention to detail

Tools

Outlook

Word

Excel

Job description

KLA Industries in Irvine, CA is seeking an Administrative Support professional for a fully in-office role. You will support the Office Manager, manage front desk duties, and assist with facilities, mail, and supplies in a fast-paced legal office.

Key responsibilities include greeting visitors, handling calls and scheduling, maintaining calendars, organizing records, and assisting with room setups and catering for meetings.