Legal Office Admin & Front Desk Coordinator

ATKINSON ANDELSON LOYA RUUD & ROMO APC; Waldo (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is seeking an organized Administrative Support professional for our fully on-site Sausalito, CA office. You will assist the Office Manager, handle filing, input data, prep binders, and support the Finance team with WIP reports.

The role also covers front desk operations, hospitality duties, mail and supplies management, and additional responsibilities as assigned. One year of scheduling/hospitality experience and strong MS Office skills are required.

Qualifications

• Minimum of one year’s experience with scheduling, hospitality, and office logistics.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, etc.).
• Excellent organizational and time-management abilities.
• Professional demeanor and dependable work ethic.
• Attention to detail and strong documentation skills.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Provide general administrative assistance to the Office Manager.
• Maintain physical and electronic filing systems; organize files for new matters.
• Input and save information to the firm's file system.
• Assist legal staff with large copy jobs and the preparation of binders for hearings.
• Support the Finance Team with printing and distributing WIP reports.
• Assist with onboarding tasks for new employees.
• Answer and direct incoming phone calls; take and deliver messages.
• Greet visitors and guests; validate parking; 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 the conference rooms.
• Prepare conference rooms for meetings and depositions; clean and restock as needed.
• Clean and restock the kitchen area; stock printers and copiers.
• Report office or equipment maintenance issues to the Office Manager.
• Submit building work orders for facility concerns.
• Retrieve, open, scan, and distribute incoming mail to appropriate staff.
• Drop off outgoing mail and overnight packages; organize supply rooms.
• Coordinate with the Records Manager on large-scale records projects.
• Understand and implement employee safety protocols.
• Perform additional duties and special projects as assigned.

Skills

Scheduling

Hospitality

Office logistics

Microsoft Office

Communication

Time-management

Documentation

Tools

Microsoft Office

Job description

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is seeking an organized Administrative Support professional for our fully on-site Sausalito, CA office. You will assist the Office Manager, handle filing, input data, prep binders, and support the Finance team with WIP reports.

The role also covers front desk operations, hospitality duties, mail and supplies management, and additional responsibilities as assigned. One year of scheduling/hospitality experience and strong MS Office skills are required.