Job Title: Office Services Coordinator
Job Responsibilities:
The Office Services Coordinator serves as the initial point of contact for staff, visitors, and callers at the law firm, ensuring a professional and welcoming experience. Key responsibilities include:
Front Desk Reception Duties:
- Greet and assist visitors and clients in a professional manner.
- Pre-register all visitors on the online system.
- Answer, screen, and route incoming phone calls.
Administrative Support:
- Perform general administrative tasks such as filing, photocopying, and data entry.
- Schedule and coordinate meetings, including managing food/catering orders, appointments, and travel arrangements for staff.
- Handle incoming and outgoing mail and packages.
- Prepare and edit correspondence, reports, and other documents as needed.
Office Support:
- Monitor and maintain office supplies and inventory, including the kitchen, and reorder as necessary.
- Coordinate with vendors and service providers for office maintenance and repairs.
- Ensure the office environment is clean and organized.
- Serve as the backup office contact for communications from building management.
- Distribute information to employees regarding building events, maintenance updates, etc.
Record Keeping:
- Maintain and update office records and documentation.
- Assist with the preparation of reports and presentations as needed.
- Record time entries for attorneys.
Customer Service:
- Provide exceptional service to clients and employees, addressing inquiries and resolving issues.
- Handle sensitive information with confidentiality and discretion.
The law firm reserves the right to modify these responsibilities based on business needs.
Education and Experience Information:
- High school diploma or equivalent required; an associate’s degree or relevant certification is preferred.
- A minimum of 3 years of experience as a receptionist, administrative assistant, or in a similar role.
- Must be comfortable working and interacting with people, including executives, attorneys, clients, staff, and visitors.
- Proven ability to proactively solve problems.
- Excellent verbal and written communication skills.
- Demonstrated ability to be an active listener.
- Advanced organizational skills and capabilities.
- Ability to prioritize tasks and requests with an appropriate sense of urgency.
- Consistently demonstrates a professional demeanor and appearance.
- Ability to handle sensitive information with discretion.
- Basic knowledge of office management procedures.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Comfort with various modes of technology, including Wi-Fi, printers, conference room AV, virtual collaboration tools (Zoom, Microsoft Teams, Calendars, etc.), and other office equipment.
Preferred Skills:
- Previous experience working for a legal firm.
- High-level customer service skills demonstrating a client service mentality.
Salary Information:
This is a full-time, salaried role eligible for overtime. The salary ranges from $60,000 to $70,000 annually, depending on experience and expertise.
Working Conditions & Physical Requirements:
- Typing and Data Entry: Frequent use of a computer monitor, keyboard, and mouse, requiring good hand-eye coordination and finger dexterity.
- Organizational Tasks: Involves organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
- Work Schedule: Must accommodate a Monday – Friday schedule during core business hours, with flexibility required at times with appropriate notice.
- Office Dress Code: Business Casual.
- Sitting for Extended Periods: Long hours at a desk answering phones and managing paperwork.
- Standing: Greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
- Walking: Delivering messages, handling tasks, assisting with meeting support, and coordinating with employees and visitors.
- Light to Moderate Lifting: Frequently lifting items such as office supplies (10-30 pounds), small equipment (10-50 pounds), and packages or catering deliveries as needed.
Equal Opportunity Policy Statement:
The law firm provides equal employment opportunities to all employees and applicants, prohibiting discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all employment terms and conditions, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
