Office Services and Hospitality Coordinator

Polsinelli•Los Angeles, CA

8d•Onsite

About The Position

Polsinelli is seeking an engaging and detail-oriented professional to fill a full-time position as an Office Services and Hospitality Coordinator in their Los Angeles office. This role is ideal for someone who thrives in a professional environment, enjoys working with people, and wants to be part of a dynamic team. The firm emphasizes creating an environment where team members can bring their creativity and professional passions to thrive.

Requirements

2+ years of experience working in office services, hospitality, and reception.
Experience working in a law firm preferred.
Proficiency in Microsoft programs Word, Excel, PowerPoint, and Outlook; proficiency in other firm systems as needed
Candidates must be outgoing, courteous, professional, and dependable.
Must also have excellent people and communication skills.

Nice To Haves

Experience working in a law firm

Responsibilities

Adhere to Firm processes and policies as directed by Office Administrator, Supervisors, Managers, and documented Standard Operating Procedures
Coordinate delivery of USPS mail to and from post office
Receive, record, and distribute parcels using appropriate equipment
Distribute U.S. mail, newspapers/periodicals; sort inter-office and intra-office mail for delivery
Meter outgoing U.S. mail, including certified mailers and parcels
Prepare Federal Express/UPS, including inter-office mail and packages; coordinate delivery with appropriate vendor
Prepare and handle local deliveries, maintaining pick-up locations for regular couriers and court runners
Estimate time and resources required for each project and prioritize by importance; coordinate appropriately
Perform copy functions (color and black/white), coordinate with outside copy vendors as necessary and appropriate
Produce large document print and scanning jobs and oversize/wide format copy as required
Provide assistance and information to casual users regarding walk-up copier function
Provide first-touch response; troubleshoot and repair equipment problems, including copiers, printers, and minor machine repairs that may arise
Route incoming faxes
Maintain appropriate levels of office supplies in centralized locations throughout the office (printers, copiers, stock/supply rooms)
Set up visiting attorney offices with supplies and clean up as needed
Inventory and inspect AEDs monthly
Review Meeting Room Manager and/or other technology used every 30 minutes (at minimum) to ensure conference rooms are set up appropriately
Handle beverage service for clients, guests, and department meetings, including set-up, regular refreshing of hospitality items, and cleanup
Place orders for food for internal meetings, including department/practice group meetings
Provide support to marketing for firm/marketing sponsored functions, including special after-hours events (i.e. set up, clean up, caterer coordination/access, etc.)
Maintain neat and organized conference rooms, reception areas, visiting attorney offices, kitchens, restrooms, and other common areas as designated
Maintain proper supplies in kitchens, galleys, coffee areas, conference rooms, and lobbies where appropriate
Be ready to assist as the main back-up for reception
Other duties as assigned