Front Office & Admin Support Specialist

Tom Trese Networking LLC; Irvine (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Tom Trese Networking LLC in Irvine, CA is seeking an experienced administrative assistant to support the Office Manager and front-office operations. The role covers administrative tasks, file management, and onboarding, with daily duties including greeting visitors, managing calls, and calendar coordination.

Responsibilities expand to facilities, mail handling, supply management, and safety support, all within a fast-paced legal office environment.

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 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, validate parking, and issue loaner key cards.
• Keep front office professional, organized, and welcoming.
• Schedule meetings and send Outlook calendar invitations.
• Manage conference room calendar and reservations.
• Prepare conference rooms for meetings and depositions and restock as needed.
• Order and arrange food and beverages for meetings, including weekly breakfasts and lunches.
• Restock kitchen area daily and maintain supplies.
• Stock printers and copiers with paper.
• Report office and equipment maintenance issues.
• Submit building work orders for facility concerns.
• Coordinate with Records Manager on large records projects.
• Understand and implement employee safety protocols.
• Support special projects and other duties as assigned.
• Support smooth operation of the office.

Skills

Scheduling

Hospitality

Office logistics

Verbal communication

Written communication

Microsoft Office

Outlook

Word

Excel

Organization

Time management

Professional demeanor

Detail orientation

Multitasking

Tools

Outlook

Word

Excel

Job description

Tom Trese Networking LLC in Irvine, CA is seeking an experienced administrative assistant to support the Office Manager and front-office operations. The role covers administrative tasks, file management, and onboarding, with daily duties including greeting visitors, managing calls, and calendar coordination.

Responsibilities expand to facilities, mail handling, supply management, and safety support, all within a fast-paced legal office environment.