Office Services Coordinator

POSITION: Office Services Coordinator 

FLSA STATUS: Non-Exempt

DEPARTMENT: General Support

SUPERVISOR: Office Administrator

SUMMARY: 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

• 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.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• 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.
• Work may require irregular hours to perform the essential duties of the position. Some overtime may be required.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust, extreme temperatures and the like.

ADDITIONAL INFO

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

All employees are required to comply with BDBCB's information privacy and security requirements including its acceptable use policy. Such requirements are dictated by laws and regulations, by professional standards and by the marketplace and are directly applicable to BDBCB as well as to BDBCB through its clients.