Administrative Coordinator

2 weeks ago

Westlake Village, CA, United States Musick, Peeler and Garrett LLP Full time

Musick Peeler is seeking an Administrative Coordinator with demonstrated leadership abilities to oversee the day-to-day administrative operations of our Westlake Village office. This is a full-time, on-site, hourly, non-exempt position with a work schedule of 8:30 a.m. to 5:00 p.m. The ideal candidate takes initiative on a daily basis, exercises sound judgment, and ensures the office operates smoothly, efficiently, and professionally.

Position Details

This position reports directly to the Director of Human Resources and leads all day-to-day administrative functions for the Westlake Village office. The Administrative Coordinator works closely with firm management, including the Director of Human Resources and the Director of Administration. This role also serves as the main administrative point of contact for the Westlake Village office, both internally with attorneys and staff, and externally with vendors, clients, and third parties.

Key Responsibilities

  • Oversee front and back-office operations to ensure efficient daily functionality
  • Manage reception duties, including answering and routing calls through the main switchboard
  • Greet clients, guests, and vendors in a professional and welcoming manner
  • Coordinate conference room scheduling and set-ups
  • Handle bank deposits and manage petty cash
  • Manage online firm vendor accounts on behalf of the Westlake Village office
  • Assist with attorney timesheets, expense reimbursements, and client overflow work, as needed
  • Serve as the primary contact for building management and office vendors
  • Handle copy and scan projects for attorneys and staff
  • Handle daily mail and FedEx distribution
  • Maintain cleanliness and organization of common areas and offices
  • Order and restock office and kitchen supplies; manage all inventory
  • Assist with lunch/catering orders, as needed
  • Run short errands, as needed
  • Coordinate and assist with office/firm events
  • Provide general administrative support to attorneys and staff
Qualifications
  • Prior experience in a legal or professional services environment preferred
  • Proficiency in Microsoft Word (2010 or higher) preferred
  • Experience with Outlook, Excel, iManage, and Adobe Pro is a plus
  • Strong organizational skills, attention to detail, and reliability
  • Ability to take initiative and lead daily office operations
  • Ability to communicate effectively and professionally with firm management, attorneys, staff, and external vendors
  • Professional appearance and demeanor required
  • Ability to collaborate and work as a team with office staff
Benefits/Compensation:

Musick Peeler offers a collaborative and professional work environment with a competitive salary and excellent benefits. A summary of our full-time, non-exempt benefits includes:
  • Retirement: 401(k) plan with annual employer contribution; employee deferrals
  • Healthcare: Medical (HMO/PPO options), dental, and vision coverage; Dependent coverage, domestic partners coverage is available
  • Life Insurance: Group and supplemental life insurance options available
  • Disability: Long-term disability and long-term care insurance options available
  • Wellbeing: Employee wellbeing initiatives, including EAP professional counseling and referral services
  • Paid Time Off: Competitive vacation and sick leave; paid firm holidays
  • Parking: Covered parking
  • Celebrations: Events for holidays, birthday commemorations, special staff acknowledgments and annual firm events
  • Flexible Spending Account (FSA)/Plans - Sections 125 and 132 plans available
  • Professional Development: On-boarding and in-house training programs, continuing learning and professional growth and development opportunities


Salary range for this position is $70K+ DOE

Firm Info:

Please visit www.musickpeeler.com for more detailed information about our firm.

Musick, Peeler & Garrett LLP provides equal employment opportunity to all employees and applicants without regard to race, color, creed, gender, religion, marital status, age, national origin, sex or any other applicable category protected by state and/or federal laws. In addition to federal law requirements, Musick, Peeler & Garrett LLP complies with applicable state and local laws governing nondiscrimination in employment in every location in which the firm has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, retention, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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