Office Services Coordinator

Davis Wright Tremaine LLP•Portland, OR

2d•Onsite

About The Position

Davis Wright Tremaine LLP is seeking an Office Services Coordinator for its Portland office. This essential position performs office support functions, including processing and delivering incoming USPS and interoffice mail and vendor or courier packages; processing outbound mail and packages; performing downtown and driving messenger duties; and assisting attorneys, legal staff, and firm-wide administrative teams. The position requires five days in the office. The coordinator helps maintain accurate mail and package routing, tracks outbound shipments, responds to team correspondence, supports personal shipments and billing documentation, and assists with office supplies, department organization, special projects, and workspace preparations for new hires and office moves. The role also serves as an in-house messenger using a company vehicle, public transportation, or walking, and uses software such as Microsoft 365 to complete tasks and maintain electronic reference materials. The coordinator participates in routine check-ins with the Operations Manager. Davis Wright Tremaine is an AmLaw 100 law firm with nine offices nationwide, committed to client service, inclusion, and an adaptive workforce. The firm provides reasonable accommodations for applicants and employees who need them.

Requirements

At least 3 years of related work experience in office support, customer service, and a copy or mailroom environment.
GED or high school diploma required.
Proficiency with computers and standard office applications, including Microsoft Office products, fax machines, copiers, scanners, and phones.
Excellent interpersonal skills; dependability as a team player; organization; self-direction; attention to detail; and sound judgment and decision-making.
Ability to work effectively in a team-oriented service environment.
Ability to learn, prioritize, and manage multiple tasks and projects simultaneously and meet deadlines with minimal supervision, including taking ownership of problems during business crises.
Ability to identify and respond to customer or client issues promptly and seek feedback or follow-up as appropriate.
Clear, effective, and professional verbal and written communication with lawyers, clients, staff, vendors, and other business contacts.
Dress appropriately for physical work while maintaining a professional demeanor and neat appearance.
Ability to lift 40 pounds, remain on one’s feet for most of the workday, and use service department equipment such as a hand truck and flatbed cart.
Proficiency in reading and writing English.
Ability to work extended hours or periodically change hours if needed, including temporarily changing shifts to provide coverage.

Nice To Haves

Advanced education is preferred.

Responsibilities

Sort and distribute incoming and interoffice mail, including express and courier materials, and scan and route mail electronically according to established guidelines.
Process outbound mail and vendor or courier packages, ensure packages are tracked, and assist with large shipments and address extraction from spreadsheets.
Meter mail and packages for delivery to the post office, including processing USPS materials at an off-site location.
Monitor the team mailbox and chat workspace and respond promptly to emails and office correspondence.
Collect payments for employees’ personal shipments and document client billing numbers for accounting.
Update mail and package routing systems and reference lists, including the daily out list of attorney and staff pairings.
Participate in team and special projects, including moving boxes and light office moves, supporting mailings, scanning and delivering client materials, and serving as the vendor support contact when directed by the Operations Manager.
Maintain the general appearance of the support services department by ordering and stocking supplies, organizing workflow products, and routinely cleaning the area.
Help prepare offices and workstations for new hires and office moves, including delivering boxes and assisting with moving work content and personal items.
Perform in-house messenger duties using a company vehicle, public transportation, or walking.
Use software applications, including Microsoft 365, and help maintain electronic office reference materials and intranet pages as needed.
Attend routine check-in meetings with the Operations Manager to discuss services, projects, progress, goals, and needs.