With eleven offices across the United States, 450+ professionals and 350+ staff professionals, Manatt, Phelps & Phillips LLP is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the firm to provide a unique and compelling value proposition.

Manatt, Phelps & Phillips LLP is looking for a motivated Office Administration Coordinator to join our team in New York City. As an integral part of our nationally recognized firm, you will support our NYC office and collaborate closely with the Director of Administration. This role is ideal for individuals who excel in fast-paced environments and are ready to make a positive impact from the start. If you’re passionate about contributing to a progressive professional services firm, we encourage you to apply and become a key member of Manatt’s Office Administration team.

Responsibilities

Office Administration:

• Assist Office Administrator with general office operations as needed and serve as back up

• Maintain internal phone list

• Maintain Secretarial Share chart

• Coordinate special events & all catered office meetings including Seasonal Events, Staff Appreciation Week, NYO Holiday Party and philanthropic activities

• Triage requests from various Firm departments and direct to correct individual

• Review, code and forward invoices to Accounting for payment

• Coordinate and partner with the Facilities Coordinator on new hire office assignments, office moves and other facility related requests

• Coordinate & work with Reception on conference room scheduling and catering

• Assist with Special Projects for Office Administrator as assigned

• Coordinate new employee onboarding with HR and process new hire paperwork (i.e., I-9s)

• Coordinate staff separation with HR

• Coordinate new employee orientations for attorneys and staff, including ordering business cards and office signage

• Maintain staff and professional photos and upload to Workday

• New employee office tours

Accounting:

• Manage banking for the NY office

• Open and maintain IOLTA Accounts

• Make bank deposits, send cash receipts and bank statements to Accounting

• Handle Petty Cash & Quick Checks for NY office

All of the accounting duties are performed under the supervision of the Office Administrator and the Coordinator does not have signing authority.

Vendor Services:

• Maintain current and new vendor files related to Office Operations

• Process Pitney Bowes postage meter refills in Office Services

• Review/maintain Corporate Hotel information for NY office

• Manage all new caterers into the building - organize food tastings for staff, procure and renew Certificates of Insurance for caterers to deliver through freight elevator

• Manage Citibike account for NY office

• Back up Facilities Coordinator when needed to procure weekly supplies through Fresh Direct, Office Depot, etc.

Technology:

• Update/maintain Manatt Insight website for NY office

• Maintain Seamless Web and Boston Properties websites

• Assist with beta testing for new software, includes giving extensive feedback

Qualifications

• 2-3 years of  related experience, Law Firm experience preferred

• Bachelor’s Degree highly preferred

• Knowledge of HR and administrative/office practices

• Must be able to work well as part of a team and independently

• Ability to handle multiple projects and have strong follow through skills

• Must have high professional standards regarding customer service and confidentiality

• Strong written/ verbal communication skills

• Strong organizational, planning and interpersonal skills

• Must be comfortable interacting with all levels of the firm

• Proficient in Microsoft Office specifically Excel and Outlook

The base annual pay range for this role is between $65,000-$69,000. The base pay to be offered will vary and depend on skills and qualifications, experience and location.  A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking  adverse action against you, including terminating your employment. 

Employers may not use E-Verify to pre-screen job applicants or  to re-verify current employees and may not limit or influence the  choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid,  this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).