Administrative Support Clerk

RESPONSIBILITIES:

Administrative Support:

• Provide general administrative assistance to the Office Manager.

• Maintain physical and electronic filing systems and organize files for new matters.

• Input and save information to the firm's file system.

• Assist legal staff with large copy jobs and preparation of binders for hearings.

• Support the Finance Team by printing and distributing work-in-progress (WIP) reports.

• Assist with onboarding tasks for new employees.

Front Office Operations:

• Answer and direct incoming phone calls and accurately take and deliver messages.

• Greet visitors and guests, validate parking, and issue loaner key cards.

• Maintain a professional and organized front office area.

• Schedule meetings and send Outlook calendar invitations.

• Manage office reservations for visiting attorneys.

• Maintain and update the master conference room calendar.

• Assist with setting up Zoom meetings in conference rooms.

Facilities & Hospitality:

• Prepare conference rooms for meetings and depositions and clean and restock them as needed.

• Clean and restock the kitchen area at the end of each day.

• Stock printers and copiers with paper daily.

• Report office and equipment maintenance issues to the Office Manager.

• Submit building work orders for facility concerns, including temperature and cleanliness issues.

Mail & Supply Management:

• Retrieve, open, scan, and distribute incoming mail to the appropriate staff.

• Drop off outgoing mail and overnight packages at the end of each day.

• Organize and maintain supply rooms and file rooms.

• Coordinate with the Records Manager on large-scale records management projects.

Safety & Additional Support:

• Understand and implement employee safety protocols.

• Assist with special projects and perform additional duties as assigned.

• Support the overall smooth and efficient operation of the office.

QUALIFICATIONS:

• Minimum of one year of experience with scheduling, hospitality, and office logistics.

• Strong verbal and written communication skills.

• Proficiency in Microsoft Office, including Outlook, Word, and Excel.

• Excellent organizational and time-management skills.

• Professional demeanor and dependable work ethic.

• Strong attention to detail and documentation skills.

• Ability to manage multiple priorities and deadlines in a fast-paced legal environment.

WORK ENVIRONMENT:

• Fully in-office position requiring regular on-site attendance in Sausalito, CA.

• Fast-paced legal environment involving interaction with attorneys, staff, visitors, vendors, and guests.

• Requires frequent walking, standing, kneeling, and bending, particularly when preparing meeting rooms or organizing supplies.

• Requires extended periods of seated desk work and computer-based tasks.

• Regular use of computers, including extended periods of typing, viewing monitors, and using a mouse.

• Requires operation of standard office equipment, including copiers, scanners, phones, and printers.

• Ability to remain focused and perform detailed work for extended periods.

• Ability to lift and carry up to 25 pounds, including packages, files, mail bins, and other materials.

• Availability to work more than 40 hours per week, including overtime when necessary.