Administrative Support Clerk

Zaddy Solutions; Sausalito (CA); Presencial; USD 52.000 - 68.000; Jornada completa

Descripción de la vacante

Zaddy Solutions, based in Sausalito, CA, seeks an organized Office Administrator to support the Office Manager in a fully in-office role. You will handle administrative tasks, front-office operations, facilities, mail and supply management, and safety support in a fast-paced legal environment.

The position requires scheduling, hospitality, and office logistics experience, strong MS Office skills, and the ability to multitask while maintaining high attention to detail.

Formación

• 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 legal environment.

Responsabilidades

• 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.
• Support the Finance Team by printing and distributing work-in-progress (WIP) reports.
• Assist with onboarding tasks for new employees.

Conocimientos

Scheduling

Hospitality

Office logistics

Verbal communication

Written communication

Organization

Time management

Professionalism

Attention to detail

Multitasking in legal environment

Herramientas

Outlook

Word

Excel

Descripción del empleo

RESPONSIBILITIES:

Administrative Support:

• 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.

• Support the Finance Team by printing and distributing work-in-progress (WIP) reports.

• Assist with onboarding tasks for new employees.

Front Office Operations:

• 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 and organized front office area.

• Schedule meetings and send Outlook calendar invitations.

• Manage office reservations for visiting attorneys.

• Maintain and update the master conference room calendar.

• Assist with setting up Zoom meetings in conference rooms.

Facilities & Hospitality:

• Prepare conference rooms for meetings and depositions and clean and restock them as needed.

• 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.

Mail & Supply Management:

• Retrieve, open, scan, and distribute incoming mail to the appropriate staff.

• Drop off outgoing mail and overnight packages at the end of each day.

• Organize and maintain supply rooms and file rooms.

• Coordinate with the Records Manager on large-scale records management projects.

Safety & Additional Support:

• 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.

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 legal environment.

WORK ENVIRONMENT:

• Fully in-office position requiring regular on-site attendance in Sausalito, CA.

• Fast-paced legal environment involving interaction with attorneys, staff, visitors, vendors, and guests.

• Requires frequent walking, standing, kneeling, and bending, particularly when preparing meeting rooms or organizing supplies.

• Requires extended periods of seated desk work and computer-based tasks.

• Regular use of computers, including extended periods of typing, viewing monitors, and using a mouse.

• Requires operation of 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.