Office Services Assistant

Nicolaides Fink Thorpe Michaelides Sullivan LLP; San Francisco (CA); On-site; USD 85,962,000 - 96,708,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(K) Profit Sharing Plan

Job summary

Nicolaides Fink Thorpe Michaelides Sullivan LLP is seeking an Office Services Assistant in San Francisco with 1–3 years of admin experience. The role supports the San Francisco office, California Office Services, and the Firm’s Conflicts Team.

This on-site position runs 8:30am–5:00pm, Monday through Friday, with benefits including medical, dental, vision, life, disability, and a 401(k) Profit Sharing Plan. Competitive hourly pay and potential performance-based raises.

Qualifications

• 1–3 years of administrative experience in professional services.
• Law firm experience strongly preferred.
• Proficient with MS Office and document management tools.

Responsibilities

• Produce, edit, and format documents in MS Word, Excel, and PowerPoint.
• Save, organize, and rename documents within shared drives.
• Provide overflow administrative support across teams.

Skills

MS Office

Adobe Acrobat Pro

Strong communication

Education

1-3 years admin experience

Tools

SurePoint

NetDocs

Job description

Nicolaides Fink Thorpe Michaelides Sullivan LLP is seeking an Office Services Assistant with one to three years of administrative experience to join our growing San Francisco office. The Office Services Assistant provides essential administrative, reception, and project support for the San Francisco office, the California Office Services team, and the Firm’s Conflicts Team. This role is ideal for a detail‑oriented, tech‑savvy professional who thrives in a dynamic environment and enjoys supporting a variety of operational and administrative functions.

This role is fully on-site, 8:30am-5:00pm Monday through Friday.

This is an exceptional opportunity to join a dynamic, stimulating, collaborative, and highly dedicated work environment built on collegiality and respect. The firm provides benefits plans, including medical, dental, vision, life, short-term and long-term disability. Employees are also eligible to enroll in the 401(K) Profit Sharing Plan, which includes employer contributions.

The anticipated salary range for this position is based on a 37.5-hour/week schedule as well as experience; the hourly rate will be $32-$36/hour, commensurate with experience, with potential for annual performance-based raises and discretionary bonuses.

Primary Responsibilities

Administrative & Document Support

• Produce, edit, and format documents in MS Word, Excel, and PowerPoint
• Save, organize, and rename documents within shared drives
• Provide overflow administrative support across Legal and Business Professional teams

Financial & Billing Support

• Prepare and submit expense reports and vendor invoices using SurePoint
• Assist with accounting and billing coordination, including appeals, billing requests, deadlines, and expense tracking

Project & Operational Support

• Support multi‑month projects and cross‑team initiatives as needed
• Assist the Conflicts Team with data entry and creation of conflict‑check materials
• Maintain the California MCLE database and prepare MCLE forms upon request

Event & Office Coordination

• Coordinate office events, including technical setup, food orders, calendaring, and RSVP management
• Maintain general office organization: stock snacks and beverages, manage office supply inventory, and ensure kitchen upkeep
• Submit building maintenance requests as needed

Reception & Visitor Services

• Manage visitor scheduling with building security
• Accept, log, and distribute deliveries
• Retrieve, sort, and process incoming mail

Partner Administrative Support

• Assist with travel arrangements, reimbursements, and related administrative tasks

Other Duties

• Perform additional responsibilities as assigned to support office operations and team needs

Qualifications

• Strong technology skills and proficiency in Microsoft Office and Adobe Acrobat Pro
• SurePoint and NetDocs experience preferred
• Exceptional attention to detail and strong proofing abilities
• Excellent written and verbal communication skills
• Ability to work collaboratively within a team environment
• Strong organizational skills with the ability to manage multiple assignments under time pressure
• Demonstrated initiative and follow‑through on projects
• Ability to adapt quickly to changing priorities and manage time effectively in order to meet important deadlines

Education & Experience

• 1-3 years of prior professional services office experience, with law firm experience strongly preferred