Office Services Coordinator - Chattanooga, TN

Baker Donelson•Chattanooga, TN

17d•Onsite

About The Position

Baker Donelson is seeking a highly organized, service-oriented Office Services Coordinator to support the daily operations of its Chattanooga office. The position rotates every other week between Reception and Mailroom responsibilities, supporting attorneys, staff, clients, visitors, vendors, and office leadership. The coordinator helps ensure the efficient handling of mail, deliveries, supplies, events, and office logistics, and serves as a primary point of contact for visitors and employees. Reception duties include welcoming and assisting visitors, answering and directing calls, managing voicemail and follow-up on client inquiries, opening and closing the office, scheduling conference rooms, managing parking validations and key cards, processing checks and deposits, maintaining common and client areas, and assisting with events and office communications. Mailroom duties include processing and distributing mail and packages, conducting local courier and delivery runs, preparing outgoing shipments, maintaining mailroom organization and inventory, replenishing supplies, and preparing monthly postage reports. The coordinator also supports general office operations and special projects. The position requires compliance with the firm's information privacy and security requirements and acceptable use policy.

Requirements

High school diploma or equivalent required.
Excellent interpersonal and communication skills.
Strong organizational and time-management abilities.
Proficiency with Microsoft Office Suite.
Ability to prioritize multiple tasks and adapt to changing priorities.
Professional appearance and customer-focused attitude.
Ability to lift and move packages, office supplies, and mail deliveries.
Valid driver's license and ability to perform local errands and deliveries when needed.
Strong attention to detail.
Positive, team-oriented attitude.
Ability to work independently and take initiative.
Excellent judgment and problem-solving skills.
Commitment to delivering exceptional internal and external customer service.

Nice To Haves

Associate degree preferred.
Prior experience in reception, customer service, office administration, hospitality, or facilities support preferred.

Responsibilities

Welcome and assist clients, visitors, and vendors professionally and courteously.
Answer, screen, and direct incoming telephone calls; monitor and forward voicemail messages as needed.
Follow up with attorneys and legal support staff regarding client inquiries and repeated callers.
Open and close the office according to established procedures.
Schedule and reserve conference rooms.
Manage parking validations and prepare monthly validation reports.
Assist with key card administration.
Prepare wiring instructions and process checks.
Manage daily bank deposits and petty cash transactions.
Maintain the client beverage station and common areas; keep copy rooms, break rooms, and client areas organized and stocked.
Assist with office events, catering arrangements, and office-wide functions.
Support office communications, newsletters, and community involvement initiatives.
Process incoming and outgoing mail and packages and coordinate mail routing and distribution throughout the office.
Perform daily courier, court, bank, and delivery runs as needed.
Apply postage and prepare outgoing mail for shipment.
Maintain mailroom organization and inventory.
Stock and replenish office and kitchen supplies, monitor supply levels, and communicate replenishment needs.
Assist with stocking paper, breakroom items, and restroom supplies.
Prepare monthly postage usage reports.
Support general office operations and special projects as assigned.
Rotate every other week between Reception and Mailroom assignments.
Comply with the firm's information privacy and security requirements, including its acceptable use policy.