Office Support Specialist

This is a Full Time Job

Office Support Specialist - Los Angeles

OVERVIEW
The Office Support Specialist is a staff member responsible for ensuring the seamless daily operations of the office by providing administrative, facilities, and attorney, client, and staff service support. As the first point of contact for clients and visitors, this position sets a positive tone for their experience. This role also contributes to office efficiency by managing all supplies and vendor relationships, coordinating meetings and events, handling general administrative and mailroom duties, and providing hands-on support for all office needs. The Office Support Specialist also serves as a liaison with the firm's other offices to assist with new hire onboarding.

This position requires a motivated, service-oriented team player who thrives in a fast-paced professional environment. The ideal candidate will balance hospitality and administrative needs while providing proactive office support. Adaptable and resourceful, they will ensure smooth operations and maintain a strong commitment to quality client service. This is a full-time (40 hours per week), five-day-a-week, on-site position, reporting directly to the Firm's Director of Operations.

Weintraub Tobin is an innovative provider of sophisticated legal services to dynamic businesses and business owners, individuals, emerging companies, and nonprofits. With locations in Sacramento, San Francisco, Los Angeles, Orange County, and San Diego, our team of more than 80 attorneys assist clients throughout California with a wide range of business and litigation needs, including entertainment, digital media, corporate law, finance and tax law, labor and employment, real estate, construction, and intellectual property. We maintain our leadership position by creating a value-added, trust-based relationship with our clients, supporting our local communities, and developing deep subject-matter expertise. We offer a collegial environment where individual contributions are recognized and celebrated, and hard work is balanced with personal fulfillment and responsibilities.

RESPONSIBILITIES

Client Relations:

• Greet and assist clients, colleagues, and visitors in a professional and welcoming manner.
• Maintain client confidentiality and handle sensitive information with discretion.

Office Support:

• Maintains office and kitchen supplies, equipment, and facilities.
• Ensures common areas, including reception, kitchen, conference rooms, and copy areas are safe, clean, and welcoming.
• Responsible for light kitchen duty including brewing coffee, loading and unloading dishwashers, wiping down counters and refrigerators, and stocking kitchen supplies.
• Maintains vendor contact list and establishes a working relationship with supply vendors.
• Maintains office conference room calendars and reservations including coordinating with IT on AV needs.
• Sets up and cleans up for internal events, lunch meetings, and places/picks up breakfast or lunch orders for internal and external meetings.
• Organizes and maintains office files, records, and databases, as needed.
• Handles incoming and outgoing correspondence, including mail and phone calls that come into the office generally.
• Schedules pickups for overnight and ground delivery services. Serves as the primary contact for courier related questions including procedures and postage rates.
• Serves as the primary contact between the Los Angeles office and other offices within the Firm including reserving visiting attorney offices.
• Supports cross-office projects ensuring timely completion and adherence to Firm standards.
• Interfaces with building management to manage parking arrangements, building access, and other facility related matters, including repairs within the office.
• Coordinates shred documents on a bi-weekly basis.
• Performs general office maintenance tasks, including assembly and light furniture relocation, transporting parcels to FedEx, and loading/unloading office supplies, files, and other materials.
• Assists with physically demanding tasks, including lifting heavy boxes and replacing the water in the water cooler.
• Acts as the go-to resource for hands-on tasks needed throughout the office, demonstrating a proactive and can-do attitude.
• Flexible for occasional overtime for special projects.
• Additional duties as assigned.

New Hire Support:

• Assists Human Resources with onboarding new hires, including providing welcome materials and conducting office tours.
• Sets-up workstations and ensures new employees have the necessary equipment and supplies.
• Collaborates with HR on employment verification and other onboarding documentation.

QUALIFICATIONS

• Minimum 2 years of office administrative experience, preferably in a law firm or other professional services office.
• Experience with gold star customer service - exceptional support, ensuring all client interactions are handled with professionalism, efficiency, and a commitment to exceeding expectations.
• Superior active listening, organizational, communication, and interpersonal abilities.
• High attention to detail and accuracy.
• Ability to lift up to 50 lbs. (e.g., weight comparable to a water cooler water jug)
• Proficiency in Microsoft Office Suite (Outlook, Word, and Excel)
• Flexibility in dealing with multiple priorities and shifts in priorities.
• Positive, professional and approachable presence.
• Ability to work independently and as part of a team.
• Exceptional reliability.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is Firm policy to provide equal opportunities to all qualified individuals regardless of race, color, creed, religion, national origin, sex, age, physical or mental disability, medical condition, marital status, sexual orientation, sexual identity, genetics, veteran status, or any other class protected under federal, state, or local law. This policy applies to all terms and conditions of employment. It is the intent of the Firm to comply with all applicable federal and state laws with respect to fair employment practices. The Firm will provide reasonable accommodation to qualified applicants and employees with a known disability or medical condition or for an employee's religious beliefs provided the accommodation does not cause undue hardship to the Firm. Any applicant or employee with a qualifying disability or medical condition, or a religious practice, that requires an accommodation in order for the employee to perform the essential function of his or her job, should contact the Human Resources to discuss it further so the Firm can determine if a reasonable accommodation exists and can be provided.

Salary range: $70,000-$85,000

NOTE: We are not currently accepting inquiries from recruiters or recruiting agencies. All applications must be submitted directly by the candidates.