Regional Office Services Coordinator

Jackson Lewis P.C. • Phoenix, AZ

7d • Hybrid

About The Position

The Regional Office Services Coordinator serves as a centralized virtual receptionist for multiple offices, providing high-quality phone coverage and acting as the first point of contact for inbound calls. This hybrid role combines multi-line call routing with remote administrative and office services support, contributing to a consistent and professional client and attorney experience across multiple locations.

Requirements

• 1–3 years of experience in a receptionist, virtual receptionist, or office services role in a professional services or law firm environment
• Strong experience handling multi-line phone systems and high-volume call environments
• Excellent verbal and written communication skills with a polished, client-facing demeanor
• Ability to multitask across virtual and on-site responsibilities and prioritize effectively
• High attention to detail with strong organizational and follow-up skills
• Ability to work independently with minimal supervision
• Professional, reliable, punctual, and service-oriented with a “can-do” attitude
• Strong interpersonal skills and ability to collaborate across offices and teams
• Proficiency in Microsoft Outlook, Word, and basic Excel

Responsibilities

• Serve as the primary virtual receptionist for assigned region, answering and managing a high volume of incoming calls
• Professionally screen, route, and prioritize calls to appropriate attorneys and staff across offices
• Maintain a consistent, professional, and welcoming tone representing all supported locations
• Greet in-office visitors and coordinate client arrivals where applicable
• Receive, sort, screen, open, date-stamp, log, and distribute incoming mail; follow protocols for handling sensitive materials such as checks and confidential documents
• Process USPS, UPS, and FedEx shipments; ensure proper labeling and tracking
• Coordinate messenger/courier services, confirm pickup and delivery details, and track ETAs
• Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness
• Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness
• Monitor and maintain office supply levels through weekly and monthly ordering cycles
• Process rush orders as needed and coordinate with vendors
• Manage inventory of marketing materials and attorney business cards
• Provide copying, printing, scanning, and document services, including Bates stamping and quality control
• Ensure copiers and printers are fully stocked, functional, and service-ready
• Support digital and physical records management, including scanning, filing, and document organization
• Assist with document uploads into document management systems
• Conduct daily inspections to ensure conference rooms and guest offices are clean, stocked, and fully functional
• Set up guest offices and return equipment after use
• Maintain printers, copiers, and office equipment, including replenishing paper and toner
• Distribute office supplies and paper inventory throughout the office
• Coordinate new hire setups and technology onboarding
• Provide basic troubleshooting and AV support for meetings
• Serve as liaison with IT helpdesk and track equipment inventory
• Liaise with building management, security, and engineering teams (e.g., AppFolio, Angus, Brivo)
• Coordinate vendor services and monitor service delivery
• Track invoices, receipts, and expenses using systems such as Concur
• Assist with administrative functions including data entry, check requests, and reimbursements
• Provide multi-office phone coverage, ensuring all calls are answered promptly and routed accurately
• Welcome clients, vendors, and visitors in a professional manner and manage visitor logs
• Open the office daily and help maintain overall office readiness
• Coordinate conference room scheduling, setup, and support
• Manage incoming and outgoing mail and delivery logistics
• Arrange transportation and travel-related services for attorneys or clients
• Process and monitor overnight shipments and delivery confirmations
• Support administrative requests, including document preparation, mailings, and data entry
• Maintain a clean, organized, and professional office environment
• Respond calmly and effectively in urgent or high-pressure situations

What This Job Offers

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