Office Services Coordinator

Dickinson Wright•Seattle, WA

About The Position

Staff designated at Dickinson Wright PLLC (“the Firm”) as Office Services Coordinator are responsible for providing professional support services, including equipment, facilities and support services, to Attorneys and Clients of the Firm as assigned on full time basis unless otherwise arranged with the Firm.

Requirements

Possess the ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision;
Possess interpersonal skills necessary in order to communicate with a diverse group of attorneys and staff and provide information with ordinary courtesy and tact while safeguarding confidentiality;
Possess the ability to identify and analyze issues and problems in facilities management, and to recommend and implement solutions;
Possess the ability to operate postage machines, facsimile machines, copy machines, and all other conference room equipment in the office;
Possess the ability to plan, organize, and manage property and facilities of a professional services firm at a level normally attained through an Associate’s Degree in business administration, or closely related field, or equivalent experience;
Work may require irregular hours, and occasionally requires more than 40 hours per week to perform the essential duties of the position;
Possess the ability to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.

Responsibilities

Opens and/or closes the office by ensuring that all office services and conference rooms are operational for the delivery of client services;
Collects and distributes U.S. mail and inter-office mail in accordance with department procedures; properly places postage to outgoing mail and delivers same to the postal center. Processes certified and Registered mail for attorneys and staff and delivers same to postal center;
Responsible for logging and shipment of outgoing Federal Express packages and dropping same in the Federal Express pickup box within the building;
Responsible for setting up videoconference equipment upon request and assisting the IT Department, as needed, with the setup of equipment for conference meetings;
Prepares copy, print, and scan projects in the department as needed;
Assists with facsimile transmissions and distribution;
Provides delivery and setup of food and beverages, as requested, for in-office conferences and office functions;
Monitors coffee stations for cleanliness; ensures that each station is stocked with appropriate provisions, and prepares coffee and hot water, as needed;
Monitors copy stations for cleanliness; ensures that each station is stocked with appropriate supplies. Fills each copy machine with paper and wipes down copier with disinfectant wipes;
Performs minor repairs, moving office furniture, and other miscellaneous/general services within the office. Responsible for setting up new attorneys and secretaries with supplies and equipment;
Performs relief receptionist duties, as required.