Office Services Coordinator

Davis Wright Tremaine LLP•Seattle, WA

12d•$59,000 - $64,000•Onsite

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Services Coordinator to join our team in our Seattle office. This is an essential position that will require five days in-office. This position is responsible for a variety of office support functions, such as: processing and delivering incoming USPS and interoffice mail and vendor/ courier packages, processing outbound USPS mail and vendor/courier packages, performing various downtown and driving messenger duties, and providing assistance to the attorneys and legal staff, and to the firm-wide administrative teams as needed. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled. On a typical day you will: Sort and distribute incoming and interoffice mail; includes inbound express and courier materials. This support function includes scanning and routing mail electronically to specific Firm contacts per established guidelines Assist in processing outbound mail and vendor/courier packages, ensuring all packages are tracked. This support includes facilitating large shipments for both the legal and administrative teams and can include extracting addresses and contact information from spreadsheets Meter mail and packages for delivery to post office; includes processing USPS materials at the off-site location Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner Assist with the collection of payments for personal shipments from attorneys and staff when using USPS system and/or other courier sources; including documenting client billing numbers for accounting Assist with updating the mail and package routing system and other reference lists in a routine manner; includes processing the daily "out" list to keep current with the attorney and staff pairings that relate to the mail/packing receipt activity Participate in team and other special projects as assigned; includes support with moving boxes and light inter-office moves, working closely with the practice group legal assistants and administration to support routine and special mailings, scanning and delivering client materials to the legal team, serve as main contact for vendor support per Operations Manager’s directive, etc. Assist with the general appearance of the support services department; includes ordering and stocking of supplies, organizing workflow product, and cleaning the support services area in a routine manner Assist with preparation support of offices and workstations for new attorney and staff hires and/or for interoffice moves; includes box delivery and assistance with moving employee's work content and/or personal items to new space Serve as an in-house messenger; performing responsibilities by using the company vehicle, public transportation and/or by walking and able to execute accurate completion to support the smooth operation of our team Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed Participate in routine check-in meetings with the Operations Manager to discuss services, projects, progress towards completion, goals and needs Maintain a punctual schedule and regular attendance Other administrative responsibilities as requested Join us if you have: 2+ years related work experience in office support, customer service, and copy or mailroom environment Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills Able to work effectively in a team-oriented, service environment Able to learn, prioritize, and manage multiple tasks and projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance Able to lift 40 lbs., be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart) is required GED/High School Diploma required; advanced education preferred Able to read and write English proficiently Valid driver's license required; includes proof of insurance to operate company vehicle Able to work extended hours or periodically change hours if needed May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed

Requirements

2+ years related work experience in office support, customer service, and copy or mailroom environment
Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones
Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills
Able to work effectively in a team-oriented, service environment
Able to learn, prioritize, and manage multiple tasks and projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs
Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate
Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format
Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance
Able to lift 40 lbs., be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart) is required
GED/High School Diploma required; advanced education preferred
Able to read and write English proficiently
Valid driver's license required; includes proof of insurance to operate company vehicle
Able to work extended hours or periodically change hours if needed
May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed

Responsibilities

Sort and distribute incoming and interoffice mail; includes inbound express and courier materials. This support function includes scanning and routing mail electronically to specific Firm contacts per established guidelines
Assist in processing outbound mail and vendor/courier packages, ensuring all packages are tracked. This support includes facilitating large shipments for both the legal and administrative teams and can include extracting addresses and contact information from spreadsheets
Meter mail and packages for delivery to post office; includes processing USPS materials at the off-site location
Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner
Assist with the collection of payments for personal shipments from attorneys and staff when using USPS system and/or other courier sources; including documenting client billing numbers for accounting
Assist with updating the mail and package routing system and other reference lists in a routine manner; includes processing the daily "out" list to keep current with the attorney and staff pairings that relate to the mail/packing receipt activity
Participate in team and other special projects as assigned; includes support with moving boxes and light inter-office moves, working closely with the practice group legal assistants and administration to support routine and special mailings, scanning and delivering client materials to the legal team, serve as main contact for vendor support per Operations Manager’s directive, etc.
Assist with the general appearance of the support services department; includes ordering and stocking of supplies, organizing workflow product, and cleaning the support services area in a routine manner
Assist with preparation support of offices and workstations for new attorney and staff hires and/or for interoffice moves; includes box delivery and assistance with moving employee's work content and/or personal items to new space
Serve as an in-house messenger; performing responsibilities by using the company vehicle, public transportation and/or by walking and able to execute accurate completion to support the smooth operation of our team
Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed
Participate in routine check-in meetings with the Operations Manager to discuss services, projects, progress towards completion, goals and needs
Maintain a punctual schedule and regular attendance
Other administrative responsibilities as requested