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Legal Office Services Coordinator 

Direct Hire
Job # 1002pci 

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Palo Alto, California

A large law firm in Palo Alto is looking for a Legal Office Services Coordinator on a direct hire basis. Under the direct supervision of the Office Services Manager and following prescribed department, office and firm procedures, the Office Services Coordinator will have many duties. This is an excellent entry level opportunity into the legal field at a highly regarded law firm.

Duties of a Legal Office Services Coordinator:

  • Processing all incoming and outgoing U.S. Mail, UPS and other courier service deliveries.
  • Sending and receiving facsimiles.
  • Processing requests for print, copy and scanning jobs.
  • Assisting with the set-up of conference rooms for office events, as necessary.
  • Provide relief Reception coverage and performing other general reception duties.
  • Stock and maintain supplies in main kitchen and central storage areas.
  • Ensure all departmental forms and logs are completed accurately and thoroughly.
  • Monitor and maintain central duplicating equipment, satellite copy machines and shredders and ensure that all necessary repairs are made in a timely fashion.

Qualifications and Skills:

  • University graduate preferred but those with previous legal experience considered without degree.
  • Ideally a Minimum 1 year of experience in a corporate or law firm environment but entry level candidates or recent graduates considered.
  • Excellent oral and written communication skills.
  • Strong organizational and time management skills, including the ability to organize self and others.
  • Ability to meet deadlines and respond to changing priorities.
  • Ability to handle many tasks simultaneously.
  • Ability to work with a wide range of people in a team setting.

Legal Office Services Coordinators are expected to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement. Above all, the Legal Office Services Coordinator must fulfill the needs of the firm in a manner which is consistent with the Firm’s Core Values.

This is a direct hire position and the working hours are 10am to 6pm, Mondays through Fridays.

Job Types: Full-time
Pay: $47,200-$55,000

Construction Administrative Assistant

Direct Hire
Job # 1220pci 

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Oakland, California

A general engineering construction company based in Oakland is seeking a full time administrative assistant. There is excellent opportunity for growth within the Company for candidates who wish to participate in a fast paced organization, with long term career goals in the construction industry.

Duties of an Administrative Assistant include:

  • Assist and support Office Manager.
  • Answer phones, reception.
  • Maintain fleet, DMV registrations and records.
  • Prepare and submit preliens.
  • Contractor prequalification's & general administrative duties.

Qualifications:

  • Must have verifiable experience and posses good computer skills (Excel, Word, Outlook).
  • Ability to quickly learn new software and procedures.
  • Willingness and ability to multitask and work under pressure with a heavy workload and minimum supervision
  • Energetic and self-motivated.
  • Use initiative to complete tasks.
  • Good communication and interpersonal skills.
  • Be accurate and detail orientated
  • Experience with viewpoint accounting software a plus.

Salary is based on experience and education. This position will work Monday through Fridays 8:30am to 5:30pm. Thanks!

Job Types: Full-time
Pay: $20-22/hour

Marketing Events Coordinator  

Direct Hire
Job # 0717pci

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San Francisco, California

A global law firm is looking to hire a Marketing Events Coordinator on a direct hire basis. This person will support the events and wider marketing team with planning, coordination and execution of all client-related, firm-hosted events and seminars, sponsorship opportunities and attorney speaking engagements. The role also includes working within event-related marketing systems, as well as events budgeting and reporting.

Responsibilities of the Marketing Events Coordinator:

  • Coordinate, plan and manage all activities related to firm-hosted events.
  • Working with full events team and other key constituents on event strategy.
  • Working closely with colleagues in other departments to coordinate on-site event logistics.
  • Creating and distributing event invitations, event list management, and RSVP tracking and reporting.
  • Creating and Managing event budgets.
  • Coordinating all activities related to firm sponsorships and attorney speaking opportunities.
  • Working with outside conference organizers to make arrangements, negotiate contracts, and ensure flawless execution.
  • Providing post-event analysis and reporting.
  • Assist marketing team with the creation of presentation materials and other event-related collateral including post event follow-up mailings and other communications.
  • Use CRM tool to support business development in the firm.
  • All other duties as assigned or required.

Skills and Experience:

  • Minimum three (3) years in events and marketing-related fields.
  • Ability to work overtime when necessary.
  • Exhibit proficiency in Microsoft Word, Excel, Outlook, iManage, IntApp Time, Adobe Acrobat, and other firm applications.
  • College degree in business, communication, marketing, or related field

Job Type: Full-time
Pay: $48,000-$62,000

 

Recruiting Specialist   

Temporary
Job # 1219pci

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San Francisco, California

A preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas they support is looking for a long term temporary Recruiting Specialist. This person would be a member of the Staff Recruiting team, as a temporary Recruiting Specialist will be responsible for all aspects of full-life cycle recruitment efforts for support staff, primarily in the firm's San Francisco and Palo Alto locations.

Duties of a Recruiting Specialist include:

  • Manage applicant flow within ATS
  • Source resumes for desired core competencies and technical skill sets
  • Conduct phone screens and in-person interviews
  • Manage phone and in-person interview processes including scheduling, skills testing, and escorting candidates
  • Manage offer and negotiations with final candidates
  • Coordinate pre-hire and onboarding steps with HR Coordinator
  • Work closely with hiring managers to understand hiring needs of the department
  • Partner with third-party staffing firms as necessary for hard-to-fill positions
  • Secure contractors as needed for various departments
  • Prepare recruitment status reports and metrics for hiring managers
  • Other duties as assigned

Qualifications and Requirements:

  • Bachelor's degree is required
  • Six plus years of recruiting experience in a law firm or other professional services organization
  • Excellent communication skills and a proven track record of working in a fast-paced environment
  • ATS experience (PeopleSoft preferred)
  • Experience with LinkedIn Recruiter
  • Knowledge of Boolean search logic
  • Proficiency in Microsoft Office
  • PHR or SHRM is a plus

This position will last about nine (9) months and will work Monday through Friday 8:30am to 5:30pm. We are a staffing agency assisting our client with this hire. Thanks!

Job Type: Temporary
Pay: $56/hour

 

Senior Human Resources Manager 

Direct Hire
Job # 1125pci 

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San Francisco, California

A preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas they support is looking for a Senior Human Resources Manager. The Senior Human Resources Manager will provide both overall strategic HR leadership and hands on day-to-day support to the Firm’s Palo Alto and San Francisco offices.

Essential Job Functions:

  • Managing Human Resources staff in Palo Alto and San Francisco offices.
  • Cultivating strategic internal customer relationships, working across offices, departments, and staff levels to partner and influence.
  • Driving performance management and a pay for performance culture, proactively manage problem areas and key issues.
  • Working closely with the leadership and managers in each office to develop a regional recruiting/staffing strategy for key positions delivering qualified candidates on time and in the most cost effective way.
  • Managing day-to-day employee relations; maintain knowledge of legal requirements and government reporting requirements and regulations affecting human resources and proactively ensure business practices are in compliance. Provide support to the HR contacts within the region.
  • Provides information, advice and direction to managers on HR related matters.

Qualifications and Requiernments of a Senior Human Resources Manager:

  • A Bachelors’ degree and/or PHR certification is preferred.
  • The ideal candidate will have a minimum of ten (10) years human resources experience including a minimum of five (5) years of employee management experience within a professional services environment.
  • Must possess deep knowledge of Federal, California, and local employment laws.
  • Strong familiarity with employee relations, as well as knowledge of legal requirements and government reporting requirements and regulations affecting human resources.
  • Ability to effectively manage and develop HR staff
  • Demonstrated strategic ability and analytical skill, with a proven ability to use analytics to drive decision making.
  • Excellent interpersonal skills, with an ability to inspire trust and confidence at all levels. Proven success working cross-functionally in an organization. Must have strong communication skills, both verbally and written word.
  • Demonstrated leadership talent, with the ability to motivate all levels of employees through excellent judgment, professional competence, credibility, flexibility, and personal integrity.
  • Experience with PeopleSoft, preferably version 9.2
  • Proficient in Microsoft Office Suite

Please respond with resume and contact information. Thank you!

Job Types: Full-time
Pay: $90,000-$120,000

Case Clerk/Junior Paralegal 

Direct Hire
Job # 1113pci 

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San Francisco, California

A large global law firm in downtown San Francisco is looking to hire a Case Clerk/Junior Paralegal on a direct hire basis.

Duties of a Case Clerk/Junior Paralegal include:

  • Assist in document reviews and productions (indexing boxes, bates-labeling, quality checking)
  • Case file management (including document productions, pleadings and correspondence files, deposition transcripts and exhibits) by organizing, maintaining and tracking files to make them easily accessible to attorneys
  • Maintain and update file indexes
  • Retrieve documents (dockets, pleadings) from courts and agencies
  • Assist in preparation of legal documents (exhibits and filings)
  • Prepare and maintain document binders, witness preparation binders and topic binders
  • Database searches (Ringtail, Concordance) to retrieve attorney requested documents
  • Prepare deposition summaries and conduct searches in deposition transcripts
  • Lexis and Westlaw research
  • Assist with cite-checking projects
  • Assist with preparation of trial materials
  • Perform other duties as requested by Firm management.

Qualifications of a Case Clerk/Junior Paralegal:

  • 4-year degree from an accredited college or university; prior law firm experience or paralegal certificate a plus but not required.
  • Excellent communication, organizational and interpersonal skills.
  • Ability to coordinate and perform multiple tasks simultaneously.
  • Strong service orientation and an understanding of the importance of developing effective working relationships with others.
  • Proficiency in Microsoft Office software products.

This position will work Monday-Friday 9:00am to 5:30pm.

Please respond with resume and contact information. Thank you!

Job Types: Full-time
Pay: $48,000

Temporary Medical Administrative Assistant/Scheduler 

Temporary
Job # 0807pci 

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San Francisco, California

A large healthcare facility in Lower Pacific Heights area of San Francisco is looking for a Temporary Medical Administrative Assistant/Scheduler on a long term basis for about four to six months. This person would work within a specific medical practice area.

Duties of a Medical Admin Assistant include:

  • Updating patient file information and reports
  • Contacting patients regarding appointments
  • Phone and email communication
  • Departmental meeting set ups and preparation

Qualified candidates should have at least one to two years of office experience and must be comfortable speaking on the phone and learning new technologies and terminologies.

Job Types: temporary
Pay: $21 per hour

Accounts Payable/Receivable Administrator  

Temp-to-Hire
Job # 1109pci 

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San Francisco, California

An upscale car dealership in the South of Market area is looking for an Accounts Payable/Receivable Administrator on a temp to hire basis.

Duties of an AP/AR Administrator include:

  • Approves, codes, and posts payable invoices
  • Reconciles accounts payable invoices with statements
  • Issues payments to vendors
  • Reconciles sublet schedules
  • Post and reconciles factory statement
  • Receipts, reconciles and follows up on Account Receivable accounts
  • Posts warranty credits and reviews/adjusts schedules

Qualifications needed:

  • Accounts Payable and bookkeeping experience
  • Reynolds and Reynolds experience preferred
  • Excellent communication, organizational and interpersonal skills
  • Ability to coordinate and perform multiple tasks simultaneously
  • Proficiency in Microsoft Office software products.

Please respond with resume and contact information. Thank you!

Job Types: Temp-to-hire
Pay: $24-$30 per hour

Conflicts Counsel and Manager

Direct Hire
Job # 1108pci 

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San Francisco, California

A large global law firm in downtown San Francisco is looking to hire an experienced Conflicts Counsel and Manager

Duties of a Conflicts Counsel and Manager include:

  • Managed the Conflicts lawyers and staff with the goal of ensuring timely and accurate analysis and reduction of risk to the Firm
  • Works with the Conflicts Counsel and Manager in Washington, and the Conflicts and AML Manager in London to manage Conflicts staff, including:
    • supervising work schedules and leave
    • conducting team meetings
    • developing, memorizing and disseminating improvements to policies and procedures
    • recruiting and onboarding new hires
    • providing evaluations; arranging and conducting training
  • Works with internal and external information technology professionals on software acquisition, implementation, and upgrades
  • Accountable for robust conflicts processes; a thorough conflicts database; and accurate conflicts searches and analysis performed by the team
  • Clears conflicts for new lateral lawyer hires and as needed for new business.

Qualifications for Conflicts Counsel and Manager:

  • J.D. and bar membership in the jurisdiction where located are required
  • Minimum of 2 years' experience in management of law firm conflicts or other support staff is preferred
  • Experience in law firm conflicts department is required
  • Experience working with the Model Rules of Professional Conduct is required
  • Familiarity with corporate structure/affiliations and governance models in a global environment are required
  • Highly developed business research skills and legal research skills are required
  • Expertise with automated conflict checking systems and/or corporate research database in a law firm environment is perferred

Please respond with resume and contact information. Thank you!

Job Types: Full-time
Pay: $126,600+++

Facilities Services Assistant 

Direct Hire
Job # 1001pci 

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San Francisco, California

A global law firm is looking to hire a Facilities Services Assistant on a Direct Hire basis.

Duties of a Facilities Services Assistant include:

  • Supporting the delivery of quality service to clients and firm personnel by performing general repairs and maintenance to the office premises, furniture and equipment
  • Providing administrative support to the facilities team
  • Assisting with coordination of office moves
  • Assisting with the implementation of safety and security programs
  • Providing back-up support for the General Services and Guest Services departments
  • Works collaboratively and cooperatively with others in a team-oriented environment
  • Prepares invoices for approval and payment; reconciles invoices for accounts payable
  • Prepares reports based on specific facilities-related data
  • Performs other related duties as assigned

Qualifications and Requirements:

  • Associates degree of four years of equivalent work experience is required
  • At least 2 years of prior office experience is required
  • At least 1 year of prior facilities experience and prior law firm experience is desirable
  • Strong customer service skills
  • Effective communication skills and the ability to follow instruction
  • Strong organizational skills, interpersonal skills and attention to detail
  • Ability to work both independently and collaboratively as part of a team
  • Ability to coordinate multiple assignments concurrently

Job Types: full time
Pay: $52,000-$62,000

Front Desk Receptionist      

Direct Hire 
Job # 0130pci

San Francisco

Global law firm in San Francisco is looking for a front desk person to cover a long term temporary need.

Duties of a Front Desk Receptionist:

  • Greeting clients, guests, vendors, etc.
  • Answering incoming calls
  • Conference room coordination
  • Ordering supplies
  • Clerical and light administrative tasks as needed.

Skills needed to be a successful Front Desk Receptionist:

  • Strong working knowledge of Word, Excel and some PowerPoint
  • Self starter with ability to work independently
  • Strong written and verbal communications skills
  • Ability to multi task
  • Positive attitude

Education and Experience:

  • College degree (preffered)
  • At least one year of front desk/office experience
  • Law firm experience would be a plus.

Pay: $21.00 per hour

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Legal Secretary 

Direct Hire
Job # 0726pci 

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San Francisco, California

A large, global law firm is looking to hire an experienced Legal Secretary in its business department.

Duties of a Legal Secretary:

  • Preparation of documents to support timekeepers, extensive client contact including handling incoming calls, correspondence and appointments for timekeepers
  • Preparation of draft and final documents
  • Creation and maintenance of files and e-files
  • All other administrative support for timekeepers including time entry, travel arrangements, calendaring of due dates, engagement letters, etc.

Skills needed to be a successful Legal Secretary:

  • Strong written and verbal communication skills
  • Excellent organization and time management skills
  • Ability to work well under pressure with great attention to detail
  • Ability to maintain absolute confidentiality regarding discussions, records, files, documents and information
  • Possess strong judgment and decision making skills while working independently and as part of a collaborative team
  • Proficiency in MS Word, Outlook, Worksite/iManage, Salesforce and Adobe Acrobat

Education and Experience:

  • Four year college degree
  • One to two years of Legal Secretarial experience

The Legal Secretary should have a real desire to kickstart their legal career. This position works Monday through Friday, 8:30am-5:30pm. Please respond with resume and contact information. Thank you!

Job Type: Full-time, competitive compensation and benefits program
Pay: $85+++


 

Legal Administrative Assistant

Direct Hire
Job # 0718pci 

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San Francisco, California

A large, global law firm in downtown San Francisco is looking to hire a Legal Administrative Assistant on a Direct Hire basis.

Duties of a Legal Administrative Assistant:

  • Assisting secretaries
  • Assisting paralegals and other staff with various documents
  • Document preparation and edits
  • Helping to prepare financial reports and client invoices
  • Taking charge of social media updates
  • Helping with travel and hotel reservations
  • Other administrative tasks
  • Junior paralegal level duties

Skills needed to be a successful Legal Administrative Assistant:

  • Strong written and verbal communication skills
  • Ability to multitask
  • Collaborative work style but also be able to work independently
  • Excellent organization and time management skills

Education and Experience:

  • Four year college degree
  • One year of office experience is preferred

The Legal Administrative Assistant should have a real desire to kickstart their legal career. This position works Monday through Friday, 8:30am-5:30pm. Please respond with resume and contact information. Thank you!

Job Type: Full-time
Pay: $48,000.00 to $50,000.00 /year


 

Litigation Paralegal
Job # 1206pci 

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San Francisco, California

A growing global firm!

A large international law firm is looking for a Litigation Paralegal on a direct hire basis for their downtown San Francisco office! 

Duties of a Litigation Paralegal include:

  • Performing all elements of litigation case management, document and file management, case calendaring, discovery support and trial preparation activities.

Skills needed to be a successful Litigation Paralegal:

  • Exceptional attention to detail
  • Excellent written and oral communication skills
  • Excellent interpersonal skills
  • High degree of professionalism
  • Ability to multitask and switch directions quickly

Education and Experience

  • Four year degree
  • Paralegal certificate (preferred)
  • At least 3 years of litigation paralegal experience
  • Have a comfort level with all states of litigation, including use of e-discovery database tools, e-filing practices, trial preparation activities and/or arbitration proceedings experience.
  • Should be proficient with cite-checking, Bluebook rules and California Style Manual preferred

Please respond with resume and contact information. Thank you!

Pay: $67,000 to $85,000

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Corporate Legal Secretary

Direct Hire
Job # 0322pci

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San Francisco, California

Excellent opportunity to expand your legal career at this solid firm!

A large, international law firm is looking to hire a Corporate Secretary for their downtown San Francisco office.

Duties of a Corporate Legal Secretary include:

  • Providing administrative support to attorneys
  • Processing expense reports
  • Processing conflict checks and new client/new matter forms
  • Screening telephone calls
  • Scheduling conference calls
  • Coordinating travel arrangements
  • Entering attorney billing time
  • Maintaining attorney and paralegal calendars
  • Conducting internet research as directed
  • Other duties as necessary

Skills needed to be a successful Corporate Legal Secretary:

  • Strong written and verbal communication skills
  • Ability to multitask
  • Collaborative work style but also be able to work independently
  • Excellent organization and time management skills

Education and Experience:

  • Four year degree
  • 3-6 years of related experience (corporate legal secretarial experience and/or executive administrative assistant experience and/or litigation secretarial experience)

This position works Mondays through Fridays 8:30am to 5:30pm

Job Type: Direct Hire
Pay: $60,000 to $95,000 DOE plus full benefits

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Litigation Secretary
Job # 1231pci 

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San Francisco, California 

A large, international law firm in downtown San Francisco is looking to hire an experienced litigation secretary on a direct hire basis.

Qualified candidates should have at least five years of experience.

Duties of a Litigation Secretary include:

  • Reviews, sorts and distributes mail
  • Reviews and calendars due dates from documents, letters and other mail received
  • Answers telephones and records messages, as necessary
  • Sends copies of all appropriate dates to firm Central Docketing Department and works with them to ensure that all dates recorded are accurate.
  • Drafts and types various kinds of documents, including correspondence, pleadings, memoranda; proofreads documents for errors and corrects errors.
  • Schedules/calendars appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances.
  • Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands.
  • Coordinates court filings including filing of pleadings via electronic filing procedures as mandated and approved by the court.
  • When needed, inputs the attorney's timesheets into the firm's timekeeping system
  • Reviews client billing for accuracy
  • Edits content/grammar using the firm's billing application.
  • Performs administrative functions such as preparing check requests for vendor statements, expense reports and other administrative tasks.
  • Organize and schedule small and large meetings in person and/or via conference calls which may include arranging for conference rooms and meals.
  • Maintains Outlook Calendars.
  • Makes travel arrangements utilizing the firm travel agency.
  • Works with attorneys to monitor incoming fax and email regarding clients matters and manages incoming and outgoing faxes and emails for digital filing following firm procedures.
  • Maintains accurate and up-to-date databases such as name/address lists, client/matter numbers; and marketing databases such as the firm's global CRM system.
  • Other administrative and executive administrative duties as needed.
  • Working Mondays through Fridays, 8:30am to 5pm.

Skills needed to be a successful Litigation Secretary:

  • Exceptional attention to detail
  • Excellent written and oral communication skills
  • Excellent interpersonal skills
  • High degree of professionalism
  • Ability to multitask and switch directions quickly
  • Ability to accurately, efficiently, and effectively manage multiple calanders

Excellent benefits and work environment! Please respond with resume and contact information. Thank you!

Salary: $75,000 to $95,000

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Litigation Support Analyst 

Direct Hire 
Job # 0820pci 

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San Francisco, California

A large international law firm in downtown San Francisco is looking to hire a Litigation Support Analyst on a direct hire basis. A litigation Support Analyst will be responsible for providing general litigation technology support to case teams and serves as an interface between the attorneys and paralegals and other support groups

Duties of a Litigation Support Analyst:

  • Consults with and assists attorneys and paralegals on specific case needs particularly relating to discovery document management, as well as pleadings, correspondence, and other case-management content.
  • Helps prepare plans for case specific support such as document productions and trials, as well as budget estimates; advises case teams on Firm’s Best Practices for managing electronic discovery
  • Acts as a liaison with information technology and other administrative departments of the Firm as well as vendors.
  • Assists attorneys with various computer and technology issues, specifically data conversion, spreadsheets, and electronic discovery.
  • Assists department leadership and other Analysts in preparation of various standardized procedures and materials.
  • Participate in presentations and training on various litigation support topics.
  • Stays current on the rapidly changing technology developments relating to litigation support.

Skills needed to be a successful Litigation Support Analyst:

  • Excellent communication, organizational, technical writing and interpersonal skills
  • Strong service orientation and ability to develop effective working relationships with others
  • Experience with Ringtail, Concordance, LiveNote, IPRO, or other similar litigation support and ediscovery software tools is required.
  • Ability to work under pressure and to facilitate solutions; a self-starter with minimal supervision required.
  • Willingness to work additional hours and help others with deadline intensive projects; timely and regular attendance is required
  • Willingness to occasionally travel as needed to other offices and trial sites.

Education and Experience:

  • Bachalor's Degree (strongly preferred)
  • At least two years’ experience in a law firm or legal environment and/or a thorough understanding of the requirements of litigation support, legal documents, and procedural requirements.
  • Prior tiral experience (helpful)

Salary: $75,000 plus full benefit package

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