Office Services Coordinator - Dallas

Office Services Coordinator

Dykema Gossett PLLC, a leading national law firm, is seeking to hire an Office Services Coordinator for our Dallas office. The core duties and responsibilities of this position revolve around supporting others. Under the supervision of the Office Administrator, the Office Services Coordinator (OSC) is responsible for providing administrative operations support to meet the daily needs of the office location. Works closely with the Office Services team members to identify, respond to, and anticipate administrative operation needs and process optimization opportunities. The OSC is responsible for all mail, packages, interoffice correspondence handling and dispatching, copying and binding projects. Responsibilities may also include support of conference center, reception, and hospitality, and/or other duties as assigned. Duties can vary widely from day to day, and office needs may vary depending on office location. Position is full-time and requires in-office work, Monday Friday. The OSC ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receive and/or work with other team members to respond to all incoming work requests (copy, file, scan, print and assemble document) through BigHand and other sources, to ensure all requests are completed timely and accurately.
• Estimate runtime on the small to medium photocopy jobs to determine when use of outside vendors is required.
• Ensure, after checking for quality and accuracy, all copies jobs are picked up and delivered.
• Ensure all incoming mail and packages are received, sorted, marked as received and delivered to assigned floors within established time frames.
• Ensure all outgoing mail/packages are wrapped, sealed, weighed, affixed with postage/certified cards and dispatched in accordance with postal regulations.
• Ensure all special outgoing inter-office pouches are prepared and sent to other Firm offices as requested.
• Ensure all incoming overnight packages are logged and delivered within established time frames, reviewing for accuracy/completeness.
• Ensure all outgoing overnight items, i.e. Federal Express, UPS, etc., are packaged, logged and processed to meet deadlines, reviewing for accuracy/completeness.
• Work with Office Administrator to inventory of copy (stock paper and toner) and office supplies (pens, folders, tape, etc.). Place supply orders. Verify and log supplies upon delivery.
• Maintain supply area in a neat, organized and hazard free condition. Ensures supplies are distributed to personnel as detailed in job requests.
• May provide minor maintenance of photocopy machine, such as solving paper jams. Place service calls and requests for routine cleanings.
• Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
• Due to enhancing technology in office automation, will be required to learn new features and functionalities of copying machines, scanning, shipping equipment, etc. as introduced at the site.
• Provide support to other team members, seasonal employees and/or student employees on equipment and procedures.
• Performs other administrative duties as assigned. May perform any of the following functions at the direction of the Office Administrator: Provide reception overflow coverage, such as answering telephones, transferring calls, taking messages and greeting visitors. Manage conference room reservations including reserving meeting space using booking software, coordinating technology and supply needs; assisting with large scale office meetings and events. Set up and maintain kitchen areas and conference rooms, order food, make coffee, assist with basic food & beverage tasks. Assist with set-up/clean-up and arrangement for after-hour firm events. Move boxes, supplies or furniture. Deliver and pick up documents and items to/from courts. Additional duties as assigned depending on needs of office location.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High school diploma or equivalent educational certificate required.
• Minimum of three years of experience in office services within a law firm or professional environment.
• Experience operating administrative office equipment (e.g., high-speed copier, scanner, binding machine, etc.).
• Strong verbal and written communication skills.
• Strong attention to detail, accuracy and organizational skills.
• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support.
• Ability to provide excellent customer service at all levels of the Firm.
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to be flexible and respond quickly, calmly and with a positive attitude to urgent situations.
• Ability to effectively follow procedures and manage competing priorities.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to work flexible hours and/or overtime hours when required, including occasional evening and/or weekend hours.
• Ability to lift supplies and equipment up to 25 pounds.