Office Services Coordinator (CH)

Dykema•,

25d•$50,000 - $59,000•Onsite

About The Position

Dykema Gossett, PLLC is recruiting an experienced Office Services Coordinator for its Chicago office. Under the supervision of the Office Administrator, the coordinator provides administrative operations support to meet the office’s daily needs and works with the Office Services team to identify, address, and anticipate operational needs and process improvements. The role primarily handles mail, packages, interoffice correspondence, copying, and binding, and may also support reception, conference services, hospitality, and other office needs. Duties may vary by day and location. The position is full-time and requires in-office work Monday through Friday. The coordinator supports customer satisfaction through understanding expectations, proactively resolving problems, and building relationships.

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 a high-speed copier, scanner, and binding machine.
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 in a client-centric manner, effectively and efficiently as part of a team, and with a diverse group of people at all organizational levels.
Ability to be flexible and respond quickly, calmly, and positively to urgent situations.
Ability to follow procedures and manage competing priorities effectively.
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 or overtime hours when required, including occasional evenings or weekends.
Ability to lift supplies and equipment weighing up to 25 pounds.

Responsibilities

Respond to copy, file, scan, print, and document-assembly requests through BigHand and other sources, ensuring timely and accurate completion.
Estimate the time needed for small- and medium-sized photocopy jobs and determine when outside vendors are needed.
Check copy jobs for quality and accuracy and ensure they are picked up and delivered.
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 weighing items and applying postage or certified-mail cards.
Prepare and send special outgoing interoffice pouches to other firm offices as requested.
Log, review, and deliver incoming overnight packages within established time frames.
Package, log, process, and check outgoing overnight shipments, including Federal Express and UPS items, to meet deadlines.
Work with the Office Administrator to inventory copy materials and office supplies, place orders, verify and log deliveries, and keep the supply area neat, 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.
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, seasonal employees, and student employees with equipment and procedures.
Perform other administrative duties as assigned.
At the Office Administrator’s direction, provide reception 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 meetings and events.
At the Office Administrator’s direction, set up and maintain kitchen and conference areas, 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 as assigned based on the needs of the office location.