Office Services & Hospitality Coordinator

Jones Walker LLP•Miami, FL

9d•Onsite

About The Position

The Office Services & Hospitality Coordinator plays a key role in supporting the day-to-day operations of our Miami office. This position is responsible for maintaining a professional, organized, and client-ready workplace environment for attorneys, staff, clients, and visitors. Responsibilities include office services, hospitality and conference room support, mail and package handling, reception relief coverage, and other operational support functions essential to the successful operation of the office. The ideal candidate is service-oriented, dependable, adaptable, and takes pride in creating an exceptional office experience. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential.

Requirements

High School Diploma or equivalent required.
Demonstrated commitment to customer service and a willingness to assist wherever needed to support office operations.
Ability to work independently, identify needs, and take initiative without constant direction.
Proficiency in Microsoft Office Suite, including Word and Outlook.
Excellent customer service and interpersonal skills.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Professional demeanor, positive attitude, and dependable work ethic.
Ability to maintain confidentiality, handle sensitive information, and exercise good judgment.

Nice To Haves

Prior experience in office services, hospitality, conference services, facilities support, reception, or similar client service role preferred.
Experience in a law firm or professional services environment is a plus.

Responsibilities

Perform general office services functions, including copying, scanning, filing, and document support.
Process and distribute incoming mail, courier deliveries, certified mail, FedEx packages, and other shipments.
Prepare outgoing mail and packages, ensuring timely delivery and accurate tracking.
Monitor and maintain office, kitchen, hospitality, and copier supplies; coordinate reordering as needed.
Set up, maintain, and reset conference rooms for meetings, depositions, training sessions, and client events.
Coordinate refreshments, catering, coffee service, and other hospitality needs for meetings and office functions.
Prepare coffee stations and beverage service areas throughout the day.
Ensure conference rooms, reception areas, kitchens, copy centers, and other common areas are maintained in a professional, organized, and client-ready condition.
Maintain kitchen and breakroom areas, including loading and unloading dishwashers, cleaning and organizing refrigerators, stocking beverages and supplies, and ensuring spaces remain clean and presentable throughout the day.
Perform regular walkthroughs of common areas to identify and address housekeeping, maintenance, or supply needs.
Take ownership of the overall appearance and functionality of office common areas, proactively identifying and addressing opportunities for improvement.
Assist with office events, employee functions, and special projects as requested.
Coordinate with building management and outside vendors regarding deliveries, maintenance requests, and office services needs.
Assist with office moves, furniture setup, records management, and other operational projects.
Coordinate and monitor shredding, records storage, and other office services vendor activities.
Assist with onboarding and departure logistics, including office setup, supply distribution, and workspace preparation.
Answer and direct incoming telephone calls promptly and courteously.
Serve as backup receptionist, greeting clients, visitors, and vendors in a professional and welcoming manner.
Receive deliveries and notify attorneys and staff of arrivals.
Maintain a clean, organized, and client-ready reception area.
Provide reception coverage during breaks, absences, meetings, and other periods as needed.
Process expense reimbursements, check requests, invoices, and other office-related administrative tasks.
Provide limited administrative assistance, including data entry, document preparation, scheduling, special projects, and other clerical projects as needed.