Administrative Support Clerk

Software Placement Group; Irvine (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Software Placement Group is seeking an Administrative Support Clerk to keep a busy Irvine office running smoothly. You will handle front-office tasks, file management, and general administrative support for attorneys, staff, and visitors in a fast-paced legal environment.

Responsibilities include scheduling, meeting coordination, onboarding, mail handling, travel and calendar management, and maintaining a welcoming office.

Qualifications

• One year of scheduling, hospitality, and office logistics experience.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).

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

Communication

Organization

Time management

Detail orientation

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Location: Irvine, CA | Schedule: Full-time, on-site

Overview

A legal services organization is seeking an Administrative Support Clerk to keep its office running smoothly. This role combines front-office operations, facilities coordination, and general administrative support, serving as a key point of contact for attorneys, staff, and visitors in a fast-paced legal environment.

What you'll do

• 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

Required 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
• Fully in-office position requiring regular on-site attendance in Irvine, CA
• Ability to work in a fast-paced legal environment involving interaction with attorneys, staff, visitors, vendors, and guests
• Ability to perform frequent walking, standing, kneeling, and bending, particularly when preparing meeting rooms or organizing supplies
• Ability to sit for extended periods doing desk work and computer-based tasks
• Ability to regularly use computers, including extended periods of typing, viewing monitors, and using a mouse
• Ability to operate standard office equipment, including copiers, scanners, phones, and printers
• Ability to remain focused and perform detailed work for extended periods
• Ability to lift and carry up to 25 pounds, including packages, files, mail bins, and other materials
• Availability to work more than 40 hours per week, including overtime when necessary

Why this role

This position offers the chance to be a central part of a fast-paced legal office, supporting attorneys and staff while ensuring smooth day-to-day operations.