Office Services Coordinator

Jackson Lewis P.C.

2d•$26 - $33•Onsite

About The Position

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee. The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. The Office Services Coordinator provides various levels of support to the Orange County office. They are responsible for the upkeep of all general office areas, maintenance of all office equipment, and monitoring/stocking of all office supplies maintained in all general office areas. As well as assisting the litigation team with administrative trial prep.

Requirements

One to four years of experience in a professional services environment.
Knowledge of office equipment including telephones, copy/scan/fax equipment and computers, Microsoft Office 360 (Outlook, Teams, Excel, Word, PowerPoint), Adobe PDF or Kofax power PDF experience is preferred.
Must be able to lift 25 - 70 pounds properly. (Position requires some lifting and moving of various office equipment. Ability to retrieve and distribute files or boxes, written documents or office supplies weighing up to 25 pounds and ability to retrieve and replace objects to/from shelves of up to 8 feet high.)
Must be able to take initiative, be reliable, professional, team-oriented, pay attention to detail and have the ability to multitask.
High School Diploma or equivalent.

Nice To Haves

Prior law firm experience preferred.
Good listening skills to determine what is needed for the customer.

Responsibilities

Provide pleasant and professional customer service to all office personnel and guests.
Prepare mail and all US/FedEx/UPS packages, sorting and distributing incoming mail.
Receive, sort, and disseminated mail to departments and law attorneys.
Assist with maintaining client records and confidentiality by inspecting and delivering all parcels to the correct department.
Manage firm email to ensure all copying, binding, and tabbing was accurately processed and defined by the attorneys and their assistants.
Assist with all aspects of document reproduction and processing: copying, scanning, date stamping, document binding, and faxing.
Support users’ desk-side, focusing on workstation/laptop preparation, deployment and maintenance, printer support, assisting with Audio/Visual systems, and all general hardware and software support.
Oversee the planning, configuration, troubleshooting and maintenance of all telecom hardware and software supported by the firm.
Troubleshooting and performing minor repairs (i.e., clearing paper jams, changing toner/ink cartridges, emptying equipment waste receptacles).
Scheduling service calls as needed and maintaining vendor relationships on ongoing bases.
Prepare and maintain conference rooms for meetings- set up and clean up, and scheduling.
Cleaning the kitchen and related equipment on a regular basis, including filling, running and emptying the dishwashers, and upkeep of the facilities.
Monitored inventory of supplies such as labels, boxes, envelopes, and kitchen supplies for the office.
Move boxes and other heavy items, which may include assisting with furniture moves.
Conduct daily walk-through of office space to notice any blown light bulbs, repairs needed or general cleaning issues; report these to building liaison.
Inventory and send files to the off-site storage facility and organize and clean the file workroom.
Covering receptionist duties as needed.
Provide virtual receptionist backup support for up to 5 offices.
Provide other administrative assistance as appropriate and requested.