Office Services Coordinator I (Receptionist)

Fragomen•Miami, FL

16d•Onsite

About The Position

About the Role: Fragomen’s Office Services Coordinator position will provide you with the opportunity to make an immediate impact on our business, by offering support to our Miami office with the day-to-day needs. Fragomen’s exclusive focus on immigration means you will work in an exciting, dynamic, and challenging atmosphere with people who are passionate about immigration. Providing world class client service and industry leading technology solutions, Fragomen helps our clients to navigate the complex world of global immigration to better achieve their goals. This role is 100% in-office and not eligible for working remote. How will you make a difference as an Office Services Coordinator at Fragomen? Greet and direct all visitor, including vendors, clients, and job candidates to appropriate personnel Creates all fed ex accounts for new hires along with troubleshooting any Federal Express issues. Primary for all receptionist duties Assists office with appropriate allocation of Federal Express and Staples invoices for the office. Maintain all conference rooms scheduling Maintain/monitor voicemails from clients and staff Prepares access cards and building fobs for staff Orders business cards for Associates Update/manage PTO calendars and Daily Broadcast emails Schedule deliveries and pick-ups via courier Correspond with vendors regarding outstanding balances, discrepancies regarding invoices, adding additional services and/or changing current services Prepare and submit Corporate AMEX reimbursement expense reports through Certify for Attorneys Prepare and submit Corporate Mastercard reimbursement report for Partners Reconcile local Northern Trust Account Prepare and send A/P and A/R packages to corporate office weekly Create consultation records in Connect and bill accordingly Provide training as needed Back up for Office Services Coordinator- copying and scanning all incoming immigration mail and assisting with USPS mail to be scanned to staff members Back up for Office Services Coordinator- assists the Manager/Partner with upcoming events along with any catering needed for the entire office Back up for Office Services Coordinator- supports Manager/Partner with office projects along with stocking of all kitchen supplies in the office including entering casefiles into Excel for archiving purposes Back up for the Office Services Coordinator duties (lunch breaks and PTO) Ad hoc projects as needed Leverage your valuable skills and experience to make an impact at Fragomen:

Requirements

5+ years of office experience
Strong written and verbal communication skills
Proficient in Microsoft tools (Outlook, Word, Excel, etc.)
Climbing stairs
Lifting mail and boxes
At times to step in and move supply boxes
Pushing a cart
Sitting at a desk for long periods

Nice To Haves

Spanish speaking skills preferred

Responsibilities

Greet and direct all visitor, including vendors, clients, and job candidates to appropriate personnel
Creates all fed ex accounts for new hires along with troubleshooting any Federal Express issues.
Primary for all receptionist duties
Assists office with appropriate allocation of Federal Express and Staples invoices for the office.
Maintain all conference rooms scheduling
Maintain/monitor voicemails from clients and staff
Prepares access cards and building fobs for staff
Orders business cards for Associates
Update/manage PTO calendars and Daily Broadcast emails
Schedule deliveries and pick-ups via courier
Correspond with vendors regarding outstanding balances, discrepancies regarding invoices, adding additional services and/or changing current services
Prepare and submit Corporate AMEX reimbursement expense reports through Certify for Attorneys
Prepare and submit Corporate Mastercard reimbursement report for Partners
Reconcile local Northern Trust Account
Prepare and send A/P and A/R packages to corporate office weekly
Create consultation records in Connect and bill accordingly
Provide training as needed
Back up for Office Services Coordinator- copying and scanning all incoming immigration mail and assisting with USPS mail to be scanned to staff members
Back up for Office Services Coordinator- assists the Manager/Partner with upcoming events along with any catering needed for the entire office
Back up for Office Services Coordinator- supports Manager/Partner with office projects along with stocking of all kitchen supplies in the office including entering casefiles into Excel for archiving purposes
Back up for the Office Services Coordinator duties (lunch breaks and PTO)
Ad hoc projects as needed