Office Administrative Coordinator

Kutak Rock is seeking an Office Coordinator for its Irvine, CA office. Reporting to the Office Managing Partner, this vital role effectively maintains various on-going office functions, provides proactive support related to office management, and oversees confidential data with discretion and sound judgment.

- Act as a liaison for office personnel and building management, vendors, and Office Managing Partner

- Actively maintain vendor relationships and communications and acts as the office’s point person for outside vendors and service providers

- Implements general policies and procedures for the efficient and effective day-to-day operations of the office under the guidance of the Office Managing Partner and HR as well as ensure office compliance with firmwide policies and procedures

- Support and advance the firm's dedication to diversity and inclusion

- Support various HR activities/initiatives related to employee onboarding, interview coordination, and training

- Prepare offices for new hires including furniture needs, cleanliness, and re-activation of space after departures

- Monitor office related expenses; Process invoices, expense reports, check requests for the local office

- Assist with the planning, scheduling, and organizing of office meetings and events

- Understand local office emergency procedures: respond appropriately if an emergency arises and serve on the local office emergency preparedness and safety team

- Maintain lobby, visitor offices, conference rooms, kitchen, and office common areas

- Monitor maintenance service and/or repairs for breakroom equipment and appliances

- Maintain adequate levels of office and mail room supplies for all office personnel

- Physical and electronic file management and storage, including ensuring proper closure and/or destruction of files

- Greets internal and external visitors with hospitality; Answers and directs calls

- Maintain various logs including deliveries received at front desk; visitor log; visitor Wi-Fi and security card log

- Assist in providing office coordinator responsibilities to the Los Angeles office of the law firm, as needed

- Ability to effectively communicate both verbally and in writing with individuals on all levels, both internally and externally, with diplomacy and tact

- Ability to manage highly confidential personnel and administrative matters with discretion

- Ability to work well under deadline pressure while maintaining professional composure

- Ability to multitask with efficiency amid frequent distractions and changing work priorities

- Ability to work independently and to build confidence and trust when working as part of a group

- Must be detailed oriented and demonstrate initiative

- Proficient in Microsoft Word, Excel, PowerPoint & Outlook

- Ability to work overtime as needed

- Minimum five (5) years of general office experience; law firm experience preferred

- Minimum one (1) year supervisory experience preferred

- Minimum High School Diploma; bachelor’s or associate degree in management or related field preferred

Salary Range for Full Time: $53,000 - $70,000 (commensurate with education and experience)

Salary Range for Part Time: $25 - $35 per hour (commensurate with education and experience)

Position Status: Non-Exempt

Workplace Type: Hybrid (4:1)

Medical, Dental, Vision, Life, Dependent Life, Disability, and Accidental Death & Dismemberment insurance. Flexible Spending Plan. Health Savings Account. Fertility coverage assistance. Profit-Sharing and 401(k) Retirement benefits. Discretionary bonuses. Nine Paid Holidays per calendar year. Paid Time Off. Bereavement, jury duty, military leave. Employee Assistance Program. Tuition Reimbursement. Employee referral program. Back-Up Care. Domestic Partner Benefits. Transit/Parking Benefits. Some of the foregoing benefits are for full time employees and include Employer/Employee cost sharing.

Any offer of employment is contingent upon the successful completion of a background check.

Qualified applicants with criminal histories will be considered for employment in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO).

Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 19 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.

We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement, and loyalty of our people.