Administrative Coordinator
Sidley Austin LLP - Palo Alto, CA

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Introduction to Sidley: Sidley Austin LLP is one of the worlds largest full-service law firms, practicing in 18 U.S. and international cities.In addition to being a professionally and personally rewarding workplace, we offer a competitive salary along with a comprehensive benefits package. Our benefits include a generous combined leave program, performance and year-end bonuses, medical and dental plans, 401(k) and retirement plans, and a public transportation benefit. Please visit to review a list of our achievements.Summary: This position requires basic knowledge and support of office functions, including reception, accounting invoicing and expense reporting, security, life safety and facilities. Provides support to and coordinates with the Office Manager on special projects and events. Duties and Responsibilities: Manages updates to office intranet web page, including maintaining and updating local hotel and transportation information.Acts as Life Safety Coordinator. Coordinates evacuation team, maintains and updates the office life safety manual, monthly fire extinguisher and AED inspections and distribution of emergency survival kits and equipment.Acts as Reception Support. Assists in conference room booking through RoomTracker, including coordinating IT equipment and catering needs. Books visitor offices, sets up visitor cardkey access and name plates.Manages unaddressed mail and faxes by researching and forwarding them as appropriate.Provides Legal Support assistance to secretaries for special projects, mailings and filings.Maintains and updates Office Manual, Visitor Office Instructions, and coordinates and circulates daily office newsletter. Demonstrates high standards of courtesy and professionalism when responding to requests using the telephone, email and voicemail and when interacting with vendors, clients and guests of the Firm.Knows, understands and works in accordance with provisions of the Sidley Staff Policy and Procedures Manual.Conducts facilities inspections, including monitoring, adjustment, scheduling and supervision of repair calls on HVAC, lighting, appliances and overall office systems. Maintains facilities log.Facilitates office vendor relationships, including tracking and filing maintenance contracts, COIs and invoices.Coordinates and facilitates office moves.Facilitates furniture requests, maintenance and repair. Maintains furniture inventory log.Assists in coordination and set-up of office events, including assisting marketing with client events.Administers office ergonomics program, including scheduling assessments, ordering and tracking ergonomic supplies and equipment.Monitors and enforces safety and security policies. Works with Security Operations Center to coordinate service calls and security needs.Maintains monthly occupancy reports.Assists with special office projects and events as needed.
Qualification Requirements: To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (the Duties') above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. Employees or applicants who need an accommodation should contact Human Resources. Education and/or Experience: Required: Associate Degree1-2 years general office experienceExperience working with third party vendors for office related servicesFront office/front desk experienceThorough knowledge of Microsoft Office, Word and ExcelAbility to type 40 wpmPreferred: Experience working in a law firmOther Skills and Abilities: In addition to the above, the following may also be required of the successful candidate: Excellent organizational skillsExcellent attention to detailThe use of good judgment and good interpersonal communication skillsWell developed analytical and problem solving skillsWorks harmoniously and effectively with others as part of a teamA self-starter who desires to show ownership and commitment to the jobExercises confidentiality and discretion

About this company
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Sidley Austin LLP is a premier law firm with a practice highly attuned to the ever-changing international landscape. With 1,900 lawyers...