Office Services Coordinator - Washington, D.C.

Baker Donelson•Washington, DC

7d•Onsite

About The Position

Under general supervision and according to Firm policies and procedures, performs all functions related to office administration with a direct reporting relationship to the Office Administrator. This role involves managing the Washington, DC main office extension, directing incoming calls, greeting clients and visitors, maintaining the lobby and reception area, and scheduling conference rooms. The position also includes coordinating meeting setups, maintaining various office areas, assisting with office events, handling mail and deliveries, performing data entry, and managing office supplies. The Office Services Coordinator will work in partnership with another coordinator to ensure continuity of services and will provide administrative support to various staff members, attorneys, and the Office Administrator.

Requirements

High school diploma preferred but not required.
Valid driver’s license, clean driving record, and proof of insurance.
Basic knowledge of office equipment, including computers, copiers, fax machines, and related office services equipment.
Proficiency with standard computer office software, including Microsoft Outlook, Word, Excel, and related applications.
Interpersonal skills necessary to communicate with attorneys, staff, clients, visitors, and vendors; follow instructions effectively; and provide information with ordinary courtesy and tact.
Exceptional client service skills and professional demeanor when interacting with callers, clients, visitors, attorneys, and staff.
Ability to work effectively within a group or independently.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to lift up to 50 pounds regularly and lift boxes/packages weighing up to 100 pounds when required and consistent with safe work practices.
Ability to work irregular hours when necessary to perform the essential duties of the position; some overtime may be required.

Responsibilities

Supervise, manage, and answer the Washington, DC main office extension, directing incoming calls to appropriate personnel.
Receive, record, and communicate information from callers to appropriate personnel.
Greet clients and visitors to the law office, ensure proper clearance and routing in accordance with Firm policies, and notify the supervisor of difficult situations.
Maintain the neatness and professional appearance of the lobby and reception area.
Schedule and maintain records for utilization of conference rooms.
Prepare, set up, maintain, and clean conference rooms for meetings, events, and daily use.
Coordinate breakfast and lunch setups and breakdowns for conferences and meetings on assigned floors.
Maintain conference rooms, catering areas, kitchens, break rooms, and common areas on assigned floors.
Assist with the planning and coordination of office events and meetings.
Sort and distribute incoming U.S. mail and interoffice mail.
Gather, post, and bag outgoing mail, including FedEx packages.
Assist in the mail room/copy center with sorting mail, copying, binding, scanning, and project support.
Receive and record deliveries to the Firm and/or individuals in the Firm and route them to the proper recipient.
Maintain records of outgoing deliveries.
Deliver, pick up, and obtain signatures on documents as needed.
File documents properly in various local courts, as needed, and return completed instruction sheets to attorneys.
Deliver and pick up documents and boxes, including the use of a personal vehicle when required.
Operate computer systems and utilize standard office software applications, including Microsoft Outlook, Word, and Excel.
Perform data entry and keyboard tasks using standard office computer software.
Inventory pantry supplies and office supplies for assigned floors.
Recycle office supplies and support general office organization.
Organize and prioritize numerous tasks and complete them under time constraints.
Work in partnership with and serve as a backup for the other Office Services Coordinator to support continuity of office services coverage and daily operations.
Assist the Washington, DC Office Legal Support Coordinators, staff, attorneys, and Policy Advisors when needed, providing administrative and office services support as requested.
Serve as an assistant to the Office Administrator with administrative functions and other duties as needed.