Legal Office Operations Coordinator

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

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.