SCHEDULE:
40 hours/week
Monday - Friday, 8 AM - 5 PM
Flex as needed
Basic Function
This non‐exempt employee is responsible for assisting with all areas of general office services.
Essential Duties
- Works hand-in-hand with the District Associate – Supervisor and the Office Administrator, ensuring that all activities, changes, orders of any kind are communicated to them immediately.
- Submit receipts to the Office Administrator the same day they are received from a vendor.
- Handles the duties of the reception desk, maintaining visitor cards, including acceptance of deliveries, greeting guests, and answering the phone.
- Conducts inventory, orders, and stocks office and kitchen supplies.
- Maintains the cleanliness of kitchens, conference rooms, and visiting offices/hoteling cubes and restocks supplies when necessary.
- Set‐up and breakdown of conference rooms for meetings, including audio/visual if needed.
- Assists with ordering catering for meetings. All food orders must be approved by the Office Administrator.
- Sets up offices and hoteling cubes for new hires. Ensures visiting offices and hoteling cubes are cleaned and set up.
- Maintains access card, daily attendance and monthly data logs that keeps track of the number of times we complete tasks.
- Assists IT with troubleshooting non-complex IT issues.
- Assists with office moves and changes, including setting up computer hardware and phone extensions.
- Backs up the collection, scanning, naming, distribution and saving to NetDocs of incoming mail. Posts outgoing mail and creates FedEx labels for outgoing shipments to include shipments to Haynes Boones Foreign offices.
- Assist with maintenance of all copiers and printers, including adding paper, waste toner bottles, staple cartridges and toner cartridges.
- Replace lights in areas not controlled by property management.
- Coordinates minor leasehold improvements and repairs under the direction of the Office Administrator & GLC Supervisor. Reports building maintenance issues by way of the work order system.
Other Duties
- Provides training to new and existing employees on all office equipment.
- Performs other related duties as needed or assigned.
Reporting Relationship
The Office Services Coordinator reports directly to the District Associate: Supervisor and works with the Office Administrator.
Subordinate Staff: N/A
Qualifications
At least two years of general office experience or training is preferred. Experience working within a law firm or professional services environment is preferred. A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications, is selected for this position.
The Office Services Coordinator must be proficient with Microsoft Office Applications, detail-oriented, and a self‐starter. This position requires proficiency in setting up and projecting PowerPoint presentations. Must have a proficiency with using Microsoft Excel. The individual must possess a strong client focus, as well as excellent written and verbal communication skills, with the ability to work both independently and as part of a team. The ability to work with diverse personalities at all organizational levels is essential. A sense of “urgency” is of utmost importance. Must be flexible and able to prioritize workload and adapt to change quickly and accurately. Strong organizational and prioritization skills are required. Must have strong computer skills. Familiarity with NetDocs is a plus.
The Office Services Coordinator must possess a high school diploma or equivalent.
Physical Demands:
Must be able to move around the office up to 70% of the time to make copies, maintain printers, distribute mail, etc. This position involves setting up, operating, and troubleshooting computers and other office productivity machines (e.g., copiers, printers) on a regular basis. Occasionally required to move documents, files, boxes of copy paper, tables, and chairs weighing up to 40 lbs. This position requires constant communication and exchange of information with the Office Administrator/Supervisor, Firm attorneys, clients, and staff. This position requires the ability to inspect and observe information on a computer screen for at least 30% of the time.
Working Conditions
Office environment. Occasional overtime may be required, but is rare.
Job Type: Full-time
Pay: $22.00 - $22.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
