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Coordinator, Office Services

4 months ago

Pasadena, United States Lagerlof, LLP Full time

**JOB SUMMARY**:
The Coordinator, Office Services role is responsible for the oversight and coordination of all assigned file-related matters, such as organization of key documents, labeling of folders, preparation of reports, maintenance of records, delivery of correspondence and other related duties. Reporting to the Manager of Office Services, the Coordinator, Office Services will take a focused approach to ensuring the maintenance, safety, organization, and transfer of all assigned files. While living Lagerlof’s core values of “Integrity, Hard Work, Excellence, and Team,” the Coordinator, Office Services will act as a key player in ensuring efficient intra-office operations in support of quality client service.

**ESSENTIAL FUNCTIONS**:

- Act as primary administrative clerk for paralegals and attorneys by locating, retrieving, organizing, tracking, and preparing requested files and legal document indices as needed.
- Ensure all assigned files are updated, filed in appropriate folders (physical and/or digital) and labeled as needed while maintaining compliance with all filing systems while organizing records such as letters, legal documents, case files, correspondence, financial reports, invoices and memoranda.
- Maintain and update files and databases for documentation such as client records, reports, and policies.
- Organize large amounts of legal documents and compile as needed, ensuring comprehensive organization for involved parties and security of information with oversight by paralegal, associate, attorney, or supervisor.
- Ensure proper organization, storage, safety and security of all organizational files (client files, letters, bills, etc.), including mail receipt, processing and distribution.
- Deliver documentation and packages to/from courthouses, law firms, and other locations as needed.
- Provide support to receptionist and front-office operations, including greeting visitors, maintaining the lobby area and stocking materials in office common areas as needed.
- Answer phone calls, record messages, transfer calls, coordinate, and schedule as needed.
- Oversee and stock office supplies, such as monitors, computers, printers, and other equipment for maintenance.
- Process other clerical duties as needed, such as organizing mail, faxing, copying materials, scanning documents, maintaining calendars, managing office equipment, and ordering supplies.
- Demonstrate Lagerlof’s core values of “Integrity, Hard Work, Excellence, and Team” and participate in cross-departmental and organizational planning and volunteer efforts as needed.
- Other duties and responsibilities as assigned.

**QUALIFICATIONS**:

- Minimum of 1 year of experience in business administration, organizational coordination, or customer service.
- High School Diploma/GED required; related to law, customer service, business administration, or relevant field(s). Associate’s degree preferred.
- Experience in organizing key information and documents with adherence to policies and protocols.
- Demonstrated ability to prioritize work, manage time, and organize tasks effectively.
- Proficient communication skills (written and verbal) with ability to read, interpret, and organize information with accuracy and consistency.
- Ability to thoroughly organize and prepare business related materials in a timely fashion.
- Demonstrated ability to work collaboratively with all organizational levels within a diverse and fast paced environment.
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint, Microsoft Teams) and Adobe Acrobat.

**WORKING CONDITIONS, HOURS OF WORK, AND TRAVEL**:
This role operates in a professional office environment with use of standard office equipment (e.g., computers, phones, filing cabinets). All employees are expected to perform duties that regularly require them to speak, hear, stand, walk, use hands, sit for long periods of time, focus on a computer screen for multiple hours at a time, carry up to 30 pounds, and other reasonable functions. This is a full-time position with standard hours of work being Monday through Friday, 8:00AM to 5:00PM with occasional evening and weekend work required as job duties demand. Travel to/from company offices is expected during the business day, although some out-of-the-area and overnight travel may be expected.

**EQUAL OPPORTUNITY**:
Lagerlof is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

Pay: $18.00 - $20.00 per hour

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work Location: In person