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Administrative Support Clerk

Sausalito, CA

IDNY178-2750261Posted 11/25/2025

Job Summary

The Administrative Support Clerk is a key contributor to the smooth and efficient operation of the law firm. This multifaceted role encompasses a broad range of responsibilities, including providing high-level administrative support, overseeing front-office functions, coordinating hospitality and meeting logistics, and maintaining organized and well-stocked office and common areas. The ideal candidate demonstrates professionalism, strong organizational skills, attention to detail, and the ability to manage competing priorities in a dynamic, fast-paced legal environment.

Essential Duties and Responsibilities

Administrative Support

Provide general administrative assistance to the Office Manager
Maintain physical and electronic filing systems; organize files for new matters
Input and save information to the firm’s file system
Assist legal staff with large copy jobs and the preparation of binders for hearings
Support the Finance team with printing and distributing work-in-progress (WIP) reports
Assist with onboarding tasks for new employees

Front Office Operations

Answer and direct incoming phone calls; take and deliver messages
Greet visitors and guests; validate parking, and issue loaner key cards
Maintain a professional and organized front office area
Schedule meetings and send Outlook calendar invitations
Manage office reservations for visiting attorneys
Maintain and update the master conference room calendar

Facilities and Hospitality

Prepare conference rooms for meetings and depositions; clean and restock as needed
Order and set up food and beverages for meetings, including weekly breakfasts and lunches
Clean and restock the kitchen area at the end of each day
Stock printers and copiers with paper daily
Report on office or equipment maintenance issues to the Office Manager
Submit building work orders for facility concerns (e.g., temperature, cleanliness)

Mail and Supply Management

Retrieve, open, scan, and distribute incoming mail to appropriate staff
Drop off outgoing mail and overnight packages at the end of the day
Monitor and maintain office supply inventory; order materials as needed
Organize and maintain supply rooms and file rooms
Coordinate with the Records Manager on large-scale records management projects

Other Responsibilities

Understand and implement employee safety protocols
Perform additional duties and special projects as assigned

Qualifications and Requirements

Minimum of one year’s experience with scheduling, hospitality, and office logistics
Strong verbal and written communication skills
Proficiency in Microsoft Office (Outlook, Word, Excel, etc.)
Excellent organizational and time-management abilities
Professional demeanor and dependable work ethic
Attention to detail and strong documentation skills
Ability to manage multiple priorities and deadlines

Physical Requirements

Clear verbal communication in both in-person and telephone interactions
Ability to remain focused and perform detailed work for extended periods
Requires frequent walking, standing, kneeling, and bending, especially when preparing meeting rooms or organizing supplies
Work involves remaining seated at a desk for extended periods while performing clerical and computer-based tasks
Regular use of a computer, including extended periods of typing, viewing a monitor, and using a mouse
Operate standard office equipment such as copiers, scanners, phones, and printers
Availability to work more than 40 hours per week, including overtime when necessary
Capable of lifting up to 25 pounds, including packages, files, mail bins, or materials

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