Administrative Coordinator

The Administrative Coordinator will be responsible for providing daily operations, facilities, conference services, and IT support to the Los Angeles office. Areas of responsibility include coordinating the purchase of supplies and equipment, processing invoices and credit card statements, assisting with the administration of the building’s security card access and space management software systems, troubleshooting, coordinating, and overseeing repair and maintenance services, local IT desktop support and meeting set-ups, and other general administrative tasks as required. This position is in the Los Angeles office and reports to the Manager of Administration. Responsibilities: Assist with conference room set-ups to ensure both internal and external meetings are connected. Preferred skills with providing on-site IT desktop troubleshooting as needed. Assist with obtaining new hire and guest badges with the building’s security. Assist with setting up parking for new hires and maintaining active user list. Assist with oversight and administration of the firm’s space management system (Maptician). This includes daily maintenance and ongoing changes to the system. Coordinate service requests with building management and develop process for ensuring requests have been completed and end user follow up has occurred. Work with Office Services to coordinate ordering office supplies, printed materials, equipment, furniture, keys, and other needed supplies. Review invoices for accuracy and completeness, and confirm deliveries match up with invoices. Work with appropriate vendors to ensure quality and timely deliveries and obtain missing documentation. Assist with preparing invoices and processing through Chrome River for sign off by others. Coordinate ordering of business cards and stationery. Monitor New Hire and Status announcements to ensure materials are ordered in a timely manner. Prepare card proofs, place orders, and track deliveries. Oversee emergency preparedness function to ensure appropriate training, floor support and office participation in building evacuation drills. Coordinate CPR/AED training on an annual basis. Assist in coordination of ergonomic equipment assessment and installation. Assist in coordinating repairs and refurbishing of office furniture. Assist with moving offices and furniture. Provide back-up support to Reception if needed. Assist with employee onboarding as needed. Provide administrative support to Manager of Administration. Assume additional responsibilities as requested. This role requires regular (100%) in office presence. Qualifications: Bachelor’s degree is preferred. Minimum of 1 year experience in an operations/facilities position, preferably within a professional services environment. Excellent customer service skills. Strong interpersonal and communications skills with the ability to interact effectively with all levels of firm personnel. Must be self-motivated, proactive, a fast learner, dedicated to producing quality work and bringing assigned tasks and projects to completion. Ability to work under pressure and prioritize competing demands. Proficiency in MS Office Suite (Word, Excel, and Outlook) is required. Must be extremely organized and responsive, with excellent follow through skills and attention to detail. Must be able to multi-task and work independently. Proven ability to work in a collaborative team environment while fostering strong client and customer service relationships. Flexibility to work overtime when necessary. The salary range for this position in CA is $51,000 to $65,000. This position is bonus eligible. Mintz offers a comprehensive benefits package. This job description is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job. Privacy Notice for California Applicants