Office Services Coordinator

Baker Donelson•Raleigh, NC

6h•Onsite

About The Position

The Office Services Coordinator serves as the first point of contact for clients, visitors, and employees, delivering exceptional customer service while ensuring the efficient day-to-day operation of the office. This role requires excellent organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced legal environment.

Requirements

High school diploma.
Basic knowledge of office equipment, including copiers and fax machines.
Interpersonal skills necessary in order to communicate and follow the instruction of attorneys and staff and provide information with ordinary courtesy and tact.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to lift boxes and packages weighing up 25 pounds.

Responsibilities

Greet clients, visitors, and vendors in a professional and courteous manner, creating a welcoming and positive first impression of the firm.
Answer, screen, and direct incoming calls using a multi-line telephone system, taking accurate messages and responding to inquiries as appropriate.
Schedule and coordinate conference rooms for meetings, depositions, and client events, maintaining accurate room calendars and reservations.
Ensure reception, conference rooms, café areas, and other common spaces are clean, organized, and maintained in accordance with the firm's professional standards.
Manage all incoming and outgoing mail, courier services, and package shipments, including Federal Express, UPS, and other delivery services.
Coordinate the setup and breakdown of breakfast, lunch, and refreshments for meetings, conferences, and special events.
Monitor office supply inventory, maintain adequate stock levels, and place orders as needed while tracking inventory to prevent shortages.
Process vendor invoices for payment and assist attorneys with expense reimbursement requests in accordance with firm procedures.
Assist with planning, coordinating, and supporting office events, employee functions, and firm-sponsored activities.
Provide administrative support for the firm's Summer Associate Program, including event coordination and logistical assistance.
Assist with copying and creating binders.
Serve as the primary liaison with building management regarding maintenance requests, repairs, security concerns, and other facility-related matters.
Perform additional administrative and office support duties as assigned to ensure efficient office operations.