Position Summary

The Office Coordinator oversees the day-to-day operations of the local office, resolving routine administrative, facilities, and workflow issues as they arise. This role coordinates closely with a shared Office Administrator (OA) on office operations and reports directly to that shared OA. In addition to office coordination duties, the Office Coordinator serves as an assigned Practice Assistant (PA) to designated attorneys, providing direct support for their practices.

Essential Functions

Office Operations & Coordination

• Serve as the first point of contact for day-to-day office operations issues, including facilities, supplies, equipment, workflow, and vendor coordination, resolving them directly whenever possible.
• Escalate and coordinate with the shared OA on larger, higher-risk, or strategic issues requiring broader oversight or approval.
• Coordinate office repairs and maintenance with building personnel or outside contractors.
• Review and approve office supply orders.
• Coordinate PA support for attorneys when assigned PAs are out.
• Assist the OA and attorneys with planning, set-up, and logistics for firm functions held locally and at offsite locations; may require duties before/after normal business hours and limited travel.

Attorney Support (Assigned Practice Assistant Duties)

• As the assigned PA to designated attorneys, the Office Coordinator provides direct, ongoing administrative support tailored to each attorney's practice, including calendar and correspondence management, document preparation, and general practice support, so that assigned attorneys have reliable, dedicated assistance for their day-to-day needs.
• Manage attorney calendars, including scheduling meetings, calls, depositions, and travel arrangements.
• Prepare, format, proofread, and edit correspondence, memos, and other documents for assigned attorneys.
• File pleadings and other documents in state and federal courts.
• Open, organize, and maintain client and matter files, both physical and electronic.
• Enter and track attorney time entries and assist with client billing and invoicing as needed.
• Screen and route phone calls, emails, and mail for assigned attorneys.
• Coordinate travel arrangements and prepare expense reports on behalf of assigned attorneys.
• Submit new matters for conflicts checks and intake.
• Provide backup coverage and support to other Practice Assistants during absences or overflow periods.

Financial & HR Administration

• Process check requests.
• Process and code invoices to be paid.
• Reconcile credit card charges weekly.
• Assist with I-9s and E-Verify for new hires, as necessary.
• Process and submit new hire paperwork to HR.
• Request building ID badges and enter them into the security system.

Requirements

• 5 years previous office coordinator experience.
• Strong problem-solving skills with the judgment to know when to resolve an issue directly versus escalate to the shared Office Administrator.
• Comfortable supporting attorneys directly as an assigned Practice Assistant while also managing broader office responsibilities.
• Limited travel may be required.

Wage Transparency

In accordance with California's amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $81,500 and $105,500. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. This position qualifies for the benefits below.

Benefits

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Megan Becker at [email protected] with "Office Coordinator - Fresno" in the subject line. Please note, applications submitted via e-mail will not be considered.