Office Services Coordinator

Skadden • Palo Alto, CA

1d • Onsite

About The Position

We are seeking a n Office Services Coordinator to join our Firm. This position will be based in our Palo Alto office (onsite). The Office Services Coordinator monitors and oversees proper coordination of maintenance and office services operations throughout the Palo Alto office. Responsible for office maintenance, new employee preparation, hospitality services for Firm functions and any other miscellaneous requests and flex services provided under the Office Services umbrella. Coordinates and assists staff in providing support for requests from paralegals, attorneys, clients, and all other office support staff. Monitors operations within facilities, reprographics and/or conference services. Contacts building management regarding maintenance requests including, but not limited to, lighting issues, cleaning services, various mechanical problems, access to freight elevators for deliveries. Temperature adjustments in BMS. Observes and addresses any housekeeping and maintenance issues. Assists with managing access cards for vendors, clients, and personnel. Manages budget for assigned areas (facilities related items). Communicates with firm vendors for services, including but not limited to, adhering to firm vendor process requirements, obtaining required approvals, obtaining invoices and Certificates of Insurance (COIs) from vendors and coordinating payment in partnership with accounts payable, processing returns, as needed, and maintaining relevant vendor files. Conducts inspections of conference rooms and/or printers and scanners to ensure all equipment and furniture are in place and equipment is functioning properly. Coordinates daily activities of department assistants, with emphasis on facilities functions. Assigns Office Services Specialists and Office Services Assistants facilities workflow, coordinate FM: Interact requests, and for all facilities workflows. Assists in training new hires, including best practices training, and maintains training for Office Services Assistants when procedures are updated or changed. Monitors emails and responds to incoming requests. Assists Office Services Manager in responding to after-hours requests and scheduling. Ensures appropriate coverage for Facilities. Assists with conference room, event, and catering setups and cleanups. Coordinates and ensures mail rounds, check in packages, and delivered packages are completed. Assists in the completion of general administrative tasks as assigned. Assists and monitors new employee arrivals (e.g. new office set-up, Evacuation Procedures, photo for ID's, Office Services tour, additions to distribution list and floor maps, etc.) and internal moves as needed. Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others. Oversee employees’ work performance and provides guidance to the Office Services Manager of work related issues and assists in the resolution of problems. Manages Firm resources responsibly. Regular and reliable physical presence to work as part of a team Complies with and understands Firm operation, policies, and procedures. Performs other related duties as assigned.

Requirements

• Working knowledge of the following imaging/data processing applications: Print Conductor, EMS Software, FM: Interact, BMS, GATS, Canon Printers, Adobe Acrobat and Power PDF
• Knowledge of hardware in Reprographics’ center, including Multi-function Devices, Scanners and troubleshooting skills
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Ability to handle multiple projects and shifting priorities
• Ability to communication effectively both verbally and in writing
• Ability to organize and prioritize work
• Ability to handle sensitive matters and maintain confidentiality
• Ability to work independently as well as effectively within a team
• Ability to work well in a demanding and fast-paced environment
• Demonstrates effective interpersonal communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Demonstrates high level of professionalism
• Demonstrates ability to interact with attorneys and clients at all levels
• Ability to sit and stand for long periods of time
• Ability to perform moderate physical effort, including stooping, reaching, bending, and rotating
• Ability to lift up to 50 lbs.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• High School diploma or equivalent
• Three years’ related experience in a law firm or professional services environment

Responsibilities

• Monitors and oversees proper coordination of maintenance and office services operations throughout the Palo Alto office.
• Responsible for office maintenance, new employee preparation, hospitality services for Firm functions and any other miscellaneous requests and flex services provided under the Office Services umbrella.
• Coordinates and assists staff in providing support for requests from paralegals, attorneys, clients, and all other office support staff.
• Monitors operations within facilities, reprographics and/or conference services.
• Contacts building management regarding maintenance requests including, but not limited to, lighting issues, cleaning services, various mechanical problems, access to freight elevators for deliveries.
• Temperature adjustments in BMS.
• Observes and addresses any housekeeping and maintenance issues.
• Assists with managing access cards for vendors, clients, and personnel.
• Manages budget for assigned areas (facilities related items).
• Communicates with firm vendors for services, including but not limited to, adhering to firm vendor process requirements, obtaining required approvals, obtaining invoices and Certificates of Insurance (COIs) from vendors and coordinating payment in partnership with accounts payable, processing returns, as needed, and maintaining relevant vendor files.
• Conducts inspections of conference rooms and/or printers and scanners to ensure all equipment and furniture are in place and equipment is functioning properly.
• Coordinates daily activities of department assistants, with emphasis on facilities functions.
• Assigns Office Services Specialists and Office Services Assistants facilities workflow, coordinate FM: Interact requests, and for all facilities workflows.
• Assists in training new hires, including best practices training, and maintains training for Office Services Assistants when procedures are updated or changed.
• Monitors emails and responds to incoming requests.
• Assists Office Services Manager in responding to after-hours requests and scheduling.
• Ensures appropriate coverage for Facilities.
• Assists with conference room, event, and catering setups and cleanups.
• Coordinates and ensures mail rounds, check in packages, and delivered packages are completed.
• Assists in the completion of general administrative tasks as assigned.
• Assists and monitors new employee arrivals (e.g. new office set-up, Evacuation Procedures, photo for ID's, Office Services tour, additions to distribution list and floor maps, etc.) and internal moves as needed.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Oversee employees’ work performance and provides guidance to the Office Services Manager of work related issues and assists in the resolution of problems.
• Manages Firm resources responsibly.
• Regular and reliable physical presence to work as part of a team.
• Complies with and understands Firm operation, policies, and procedures.
• Performs other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED