Office Services Coordinator

Job Description

Job Description

Office Services Coordinator

Regular FT/Regular PT/Contract:

Regular Full-Time

Reports to:
Director of Administration

Team:

Administrative

Location:

Madison, WI

Hours:

8:00 a.m. – 5:00 p.m.

Work Environment:

In-Office

About Pines Bach

Pines Bach offers highly effective representation at all stages: from strategic positioning and problem avoidance to intelligent and innovative negotiated solutions, to strong and capable courtroom advocacy. The firm’s family-friendly culture values work-life balance, while focusing on positive interactions and outcomes for our clients.

About the role

The Office Services Coordinator is a critical member of the Firm, responsible for providing a wide range of office services, including but not limited to office supply ordering and inventory, copy room equipment maintenance, courier services, event setup/teardown, and file closings. This role will also perform other office and administrative support functions as directed.

Responsibilities

·         Inventories, orders, and stocks office and kitchen supplies

·         Maintains office equipment

·         Coordinates service calls for equipment malfunctions

·         Provides support for meetings, events, and other activities (e.g., meal setup for meetings, and assisting with copying requests.

·         Maintains cleanliness of all office common areas

·         Liaises with outside vendors and service providers

·         Ensures postage is affixed to outgoing mail

·         Maintains the kitchen and copy room in a clean and orderly manner

·         Tracks/records and collects employee payments for postage

·         Ensures mail is delivered to the post office no later than 4:00 p.m.

·         Serves as office messenger/courier

·         Track/retrieve/coordinate onsite and offsite closed file inventory

·         Completes file closing process

·         Coordinates file destruction process according to retention schedule

·         Backup for receptionist for breaks and when out of the office

·         Serves as receptionist when the receptionist is out of the office

·         Performs other duties as assigned

Qualifications

Essential Skills

·         Professionalism: Maintaining a polished, articulate, and friendly demeanor

·         Technological Proficiency:  Familiarity with Microsoft Office Suite, ability to handle multiple incoming calls at one time

·         Confidentiality: Maintaining discretion with sensitive client information

·         Time Management: Prioritizing urgent tasks

·         Organization: Ability to multitask and streamline workflow

·         Punctual and Reliable

Education and experience

·         High School Diploma or equivalent

·         2-3 years’ office services or administrative experience with strong communication and customer service skills

·         Previous experience in a client service-oriented field preferred

·         Use of photocopier, fax machines, and binding equipment

·         Working knowledge of Microsoft products pertaining to the specific position, including but not limited to Outlook, Word, Excel, etc.

·         Attention to detail and excellent organizational skills

·         Ability to function with a high level of patience, tact, and diplomacy in handling any complaint situations

·         Able to work under pressure and manage competing deadlines

·         Able to work well with others

·         Strong initiative required

·         Ability to work independently with minimal direct supervision

Additional Abilities Required

·         Ability to lift or move 40 lbs. or greater

·         Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.

·         Effective communication skills

Established in 1979, Pines Bach LLP in Madison, Wisconsin, is a civil litigation law firm with a singular mission to obtain excellent results through superior advice, negotiation, and advocacy. The team of highly regarded attorneys has a long-standing reputation among judges and other lawyers for unparalleled skill, knowledge, and efficacy. The team is deeply committed to clients’ success and combines its breadth of experience and ingenuity to develop intelligent and creative legal solutions.

Company Description

Established in 1979, Pines Bach LLP in Madison, Wisconsin, is a civil litigation law firm with a singular mission to obtain excellent results through superior advice, negotiation, and advocacy. The team of highly regarded attorneys has a long-standing reputation among judges and other lawyers for unparalleled skill, knowledge, and efficacy. The team is deeply committed to clients’ success and combines its breadth of experience and ingenuity to develop intelligent and creative legal solutions.