Office Administrative Coordinator

dwt; San Francisco (CA); Hybrid; USD 72,000 - 83,000; Full time

Benefits offered by this job

Choice of health and vision insurance

Volunteer days for community service

Dental plan

Fertility and adoption benefit

Sabbatical after 13 years

Tuition reimbursement

Commuter benefits

Retirement contribution

Job summary

Davis Wright Tremaine, LLP in San Francisco is seeking an Office Administrative Coordinator to join our team. The role provides administrative support to the Office Administrator, Operations Supervisor and Legal Assistant Managers, with hybrid work options including one remote day.

You will manage calendars, handle correspondence, coordinate events, assist with budgets and onboarding, and liaise with building management and vendors. The firm emphasizes inclusion and professional growth.

Qualifications

• High level of confidentiality.
• Excellent organization skills and attention to detail.
• Ability to organize assignments; work under pressure and meet deadlines.
• Strong communication and independent work capability.
• Proficient with MS Outlook, Word and Excel; MS Office suite preferred.
• Experience supporting office operations preferred.

Responsibilities

• Act as central communication hub and representative of the office management team
• Attend office administrative meetings and record notes/reminders
• Coordinate monthly parking contracts with building management
• Maintain and reconcile credit card charges; prepare expense reports and invoices
• Coordinate onboarding with firm legal staff and recruiting teams for new staff and Summer Associates
• Liaise with building management and office vendors; submit invoices for payment
• Coordinate and update internal directories, floor plans and contact lists
• Assist with planning and execution of office projects, IT rollouts, client events and staff development
• Work with Office Administrator to track department budgets and spending
• Occasionally travel to our Sacramento office

Skills

Confidentiality

Attention to detail

Organization

Communication

Independence

Team oriented

Problem solving

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrative Coordinator to join our team in our San Francisco office.

We offer a hybrid work engagement with one day of remote work, and four days in-office.

This position is responsible for providing administrative support to the Office Administrator, Operations Supervisor and Legal Assistant Manager(s), including day-to-day processing of various administrative matters, typing correspondence, managing calendars and sending meeting invitations, taking meeting notes, sending reminders, keeping track of vendor documents/contracts terms, assisting with special projects/events and tasks, and additional support as assigned.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

• Act as central communication and information hub and representative of the office management team


• Attend various office administrative meetings and record notes/reminders, circulate and maintain notes/reminders as needed


• Coordinate monthly parking contracts with building management.


• Maintain and track assigned credit card charges and back-ups, reconcile charges and prepare appropriate expense reports and process office invoices.


• Partner and coordinate with firm legal staff and attorney recruiting teams to deliver onboarding coordination including orientation schedules, and events for new staff and attorney hires, including Summer Associates


• Serve as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment


• Coordinate, maintain and update internal directories, floor plans and contact lists as needed


• Assist with planning and execution of office projects and programs, including IT (Information Technology) rollouts, client and community service events, office special events, client meetings and professional development initiatives


• Work with Office Administrator to track spending for various department budgets including business development, client development/entertainment, sponsorships, travel, staff development, etc.


• Occasionally travel to our Sacramento office

Join us if you have:

• High level of confidentiality


• High attention to detail and excellent organization skills


• Ability to organize assignments; work under pressure and meet deadlines


• Ability to communicate clearly and work independently with minimal supervision


• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred


• Solutions driven and can-do attitude


• High level of emotional intelligence and ability to flex to different personalities


• Approachable and friendly demeanor


• Helpful attitude with high level of customer service focus


• Team focused


• Creative thinking with ability to partner/collaborate with others in the office


• Ability to communicate effectively and professionally with lawyers, managers and staff

Who We Are

Davis Wright Tremaine, LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client's and each lawyer's work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What's in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans


• 2 paid volunteer days for qualifying community service work


• Dental plan


• Fertility and adoption benefit


• Paid sabbatical after 13 years of service


• Tuition reimbursement


• Commuter benefits


• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

California

The annualized salary range for this position in San Francisco is $72,000 to $83,000 ($36.92 to $42.56 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs including: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.

Davis Wright Tremaine fosters a culture where all talented individuals -including those who are traditionally underrepresented in the legal profession- can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm's commitment to DEI here: www.dwt.com/dei.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [e-mail].

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