We are looking for an experienced Workflow Coordinator to support a busy law firm office services operation in Los Angeles, California. This Contract position is ideal for someone who can manage competing requests, coordinate meeting and hospitality needs, and communicate confidently with attorneys, staff, leadership, and external partners. The role calls for sound judgment, strong organization, and the ability to work independently in a client-facing environment.
Responsibilities:
- Serve as a central point of coordination for requests from legal staff, business teams, office leadership, and service partners to keep daily operations moving efficiently.
- Organize meeting support from start to finish, including room readiness, hospitality arrangements, follow-up communication, and resolution of related service needs.
- Direct and balance office services workflow by evaluating priorities, clarifying request details, and helping manage deadlines across multiple assignments.
- Partner with hospitality personnel and onsite leadership to prepare conference spaces and maintain a welcoming experience for internal and external guests.
- Track business expenses, complete credit card reconciliations, and help maintain accurate records for office-related purchases.
- Manage ordering and replenishment of snacks, supplies, and other workplace essentials to support smooth daily operations.
- Provide responsive front-line service by addressing questions, coordinating solutions, and maintaining a high standard of service in all interactions.
- Support document-related production activities by monitoring quality, applying formatting standards, and assisting with troubleshooting within Microsoft Office applications when needed.
- Communicate emerging issues, schedule conflicts, and deadline concerns promptly to management or client stakeholders while proposing practical solutions.
- Assist with general office support tasks such as scanning, mailroom-related coordination, and phone coverage as business needs require.
- Prior experience in a law firm, client services, or a similarly fast-paced client-facing office environment.
- Strong verbal and written communication skills with the ability to interact effectively with attorneys, vendors, and leadership teams.
- Demonstrated success handling multiple priorities, adjusting to changing deadlines, and maintaining accuracy under pressure.
- Background supporting meetings, conference services, hospitality functions, or office services operations.
- Experience with vendor coordination, expense tracking, and supply management.
- Ability to work with minimal supervision, take initiative, and identify next steps without constant direction.
- Proficiency with Microsoft Office applications and comfort supporting document formatting, scanning, and related administrative tasks.
- Ability to lift up to 50 pounds when necessary.