Office Services Coordinator - Dallas

Dykema•,

2d•Onsite

About The Position

Dykema Gossett PLLC is hiring an Office Services Coordinator (OSC) for its Dallas office. Under the supervision of the Office Administrator, the OSC provides administrative operations support to meet the location’s daily needs. The role works closely with Office Services team members to identify, respond to, and anticipate administrative needs and process-improvement opportunities. Core work includes handling and dispatching mail, packages, and interoffice correspondence, as well as copying and binding projects. Depending on office needs, the position may also support reception, the conference center, hospitality, and other administrative activities. Duties can vary from day to day and by office location. The OSC supports customer satisfaction by understanding expectations, proactively identifying and resolving issues, and building relationships. The position is full-time and requires in-office work Monday through Friday. Flexible hours and overtime, including occasional evenings or weekends, may be required.

Requirements

High school diploma or equivalent educational certificate.
At least three years of office-services experience in a law firm or professional environment.
Experience operating administrative office equipment, such as high-speed copiers, scanners, and binding machines.
Strong verbal and written communication skills.
Strong attention to detail, accuracy, and organizational skills.
Ability to use basic features of Microsoft Office Suite applications with moderate guidance and support.
Ability to provide excellent customer service at all levels of the Firm.
Ability to work effectively and efficiently in a team and with a diverse group of people at all organizational levels, using a client-centric approach.
Ability to be flexible and respond quickly, calmly, and positively to urgent situations.
Ability to follow procedures effectively and manage competing priorities.
Ability to work independently with some autonomy and take initiative to support successful office operations.
Ability to take direction, receive and apply feedback, and communicate support needs.
Ability to work flexible hours and overtime when required, including occasional evenings and weekends.
Ability to lift supplies and equipment weighing up to 25 pounds.

Responsibilities

Respond to incoming copy, file, scan, print, and document-assembly requests through BigHand and other sources, completing work accurately and on time.
Estimate the runtime of small to medium photocopy jobs and determine when outside vendors are needed.
Check copy jobs for quality and accuracy and arrange for pickup or delivery.
Receive, sort, mark, and deliver incoming mail and packages to assigned floors within established time frames.
Prepare and dispatch outgoing mail and packages in accordance with postal regulations, including wrapping, sealing, weighing, and affixing postage or certified-mail cards.
Prepare and send special outgoing interoffice pouches to other Firm offices as requested.
Log and deliver incoming overnight packages within established time frames, checking them for accuracy and completeness.
Package, log, and process outgoing overnight items, such as Federal Express and UPS shipments, by deadlines and check them for accuracy and completeness.
Work with the Office Administrator to inventory copy and office supplies, place orders, verify and log deliveries, and keep the supply area organized and hazard-free.
Distribute supplies to personnel as specified in job requests.
Perform minor photocopier maintenance, such as clearing paper jams, and request service or routine cleaning as needed.
Prepare monthly production and volume reports to measure productivity and prepare billing charges.
Learn new features and functions of copying, scanning, and shipping equipment as they are introduced.
Support team members and seasonal or student employees with equipment and procedures.
Perform other administrative duties as assigned.
At the Office Administrator’s direction, provide reception overflow coverage by answering and transferring calls, taking messages, and greeting visitors.
At the Office Administrator’s direction, manage conference-room reservations, coordinate technology and supply needs, and assist with large office meetings and events.
At the Office Administrator’s direction, set up and maintain kitchen areas and conference rooms, order food, make coffee, and assist with basic food and beverage tasks.
At the Office Administrator’s direction, assist with setup, cleanup, and arrangements for after-hours Firm events.
At the Office Administrator’s direction, move boxes, supplies, or furniture.
At the Office Administrator’s direction, deliver and pick up documents and items to and from courts.
Perform additional duties based on the needs of the office location.