Office Services Coordinator

Office Services Coordinator

Goldberg Segalla is a national civil litigation law firm that represents major national and regional companies and insurance carriers in all aspects of business counseling, risk assessment and dispute resolution including representation in various types of claims, controversies and litigation involving personal and other injuries, property damage, contract disputes and business torts. While our Am Law 200 and Chambers ranked firm employs more than 1,000 people, we operate as one tight-knit and highly collaborative team.

The Office Services Coordinator is responsible for providing comprehensive office support for their assigned locations. This role requires strong organizational skills, confidentiality, effective communication, and the ability to thrive in a fast-paced environment.

Office Maintenance and Support:

• Maintain inventory, order, and stock supplies.
• Ensure proper appearance of office space, including conference rooms and visiting attorney offices including breakdown of workspace for departed employees.
• Office point of contact for property management and/or vendor on maintenance requests.
• Coordinate with property management, vendors, and other guests, ensuring they have access to the necessary spaces and adhere to office protocols.
• Collaborate with all administrative departments to support office needs.

Mail Services:

• Receive, sort, and scan incoming mail, including legal documents and correspondence based on priority.
• Process outgoing mail requests utilizing various shipping methods.
• Post mail using the firm's postage machine and deliver mail to the post office as needed.
• Gather and send interoffice mail.

Record Services:

• Accurately title and file records into the firm's records repository in accordance with established filing systems.
• Respond to inquiries from legal staff concerning files and records.
• Process and save records received via CD, USB, or secured link.
• Maintain the proper storage and maintenance of physical records.
• E-filing of discovery requests, responses to opposing counsel, and motions.

Employee Support:

• Assist IT and office staff as needed for troubleshooting and new hire set-ups and conduct welcome tours.
• Office point of contact for new hires, providing tours of the office, and training on office services equipment.
• Request building cards/keys and enrolling employees in parking.
• Assist legal staff with print production projects such as creating and preparing trial materials.

Event and Meeting Coordination:

• Assist with calendaring, set up conference rooms for meetings, depositions, or other events.
• Organize office parties and events.

Assist in all other office duties assigned

Required Skills/Abilities & Experience:

• Associate's degree or relevant experience in an office environment.
• Regularly required to clearly communicate and exchange information in English
• Strong organization and time management skills
• Regularly required to observe and assess data and documents, in printed form and on computer screens
• May be requested to work beyond normal work hours and weekends for special projects
• Works well in a team environment
• Ability to work independently within general guidelines and minimal supervision
• Ability to recognize the need for confidentiality of information and to maintain such confidences
• Ability to respond to internal or external inquiries, including those of a sensitive, confidential, or adversarial nature

Physical Requirements:

• Regularly required to physically operate routine office equipment such as telephones, computers, copiers, printers, fax machines, etc.
• Regularly required to sit for extended periods of time.
• May be required to move objects up to 50 lbs. from one level to another from time to time.
• Must have reliable means of transportation to work location

Benefits: The hourly salary range for this position is $19.00 to $22.00. Actual pay may be adjusted based on experience and other job related factors permitted by law. This position also offers bonuses and a full benefits package. Our benefits package includes, but is not limited to, health insurance, dental insurance, life insurance, a 401(k) plan, flexible spending, and more. Goldberg Segalla is committed to building a workplace where talented people from different backgrounds, experiences, and perspectives can succeed, grow, and lead together. With a broad national footprint and strong market presence, Goldberg Segalla offers the scale of a growing national firm with a small firm's connective culture. Join #TeamGS today.