Office Services Coordinator

Job Description

Job Description

About the job

We are Gottlieb & Greenspan — a growing boutique law firm in Bergen County with a collaborative team and a workplace grounded in our core values: we are  ethical, respectful of all people, accountable, positive and fun, driven,  and committed to excellence .

 

The Office Services Coordinator is responsible for ensuring the smooth day-to-day operation of the office and serves as a key operational partner to the Human Resources team. This role helps maintain a professional, efficient, and welcoming work environment while providing administrative, facilities, and HR support. The Office Services Coordinator also plays a critical role in supporting office growth initiatives, relocations, and other special projects.

Office Operations & Facilities

• Oversee daily office operations to ensure an organized, efficient, and professional workplace.
• Manage facilities-related needs, including kitchen upkeep and replenishment of office and breakroom supplies.
• Track inventory levels and coordinate the ordering of office supplies, equipment, and related resources.
• Coordinate with vendors and service providers for HVAC, plumbing, cleaning, building maintenance, and contractor services.
• Serve as the primary point of contact for routine facility issues and office-related requests.
• Maintain shared workspaces, conference rooms, and common areas to ensure cleanliness and functionality.

Safety, Security & Access

• Manage office access, including assigning, updating, and maintaining door codes and building access credentials.
• Support office safety and security procedures and assist with related compliance initiatives.

Front Desk & Communications

• Answer incoming phone calls and emails, directing inquiries to the appropriate departments or personnel.
• Welcome visitors, clients, vendors, and guests, ensuring a professional and positive first impression of the organization.
• Coordinate visitor access and meeting room arrangements as needed.

Administrative & Departmental Support

• Provide administrative and clerical support across departments, including scheduling, calendar management, mail distribution, and document coordination.
• Assist with office equipment coordination, troubleshooting, and maintenance requests.
• Support leadership and key personnel with meeting coordination, travel arrangements, and appointment scheduling, as needed.

Human Resources Administrative Support

• Assist the HR team with administrative tasks, including personnel file management, recordkeeping, and document preparation.
• Support timesheet review, HRIS data entry, onboarding logistics, and other routine HR administrative functions.
• Provide direct operational and administrative support to the HR Manager and broader HR team.

Expansion & Special Projects

• Support cross-functional projects and organizational initiatives, including office relocations, space planning, and workplace enhancements.
• Coordinate vendors, maintain project timelines, and facilitate communication among stakeholders to ensure successful project execution.
• Assist with special assignments and process improvement initiatives as needed.

Qualifications & Experience

• Associate degree or equivalent required; Bachelor's degree preferred.
• 2-4 years of experience in an administrative, office coordination, or office operations role within a professional or corporate environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Experience with facilities coordination preferred.
• Experience supporting Human Resources functions preferred.
• Project coordination or project management experience is a plus.

Key Competencies

• Highly organized with strong attention to detail.
• Proactive and able to anticipate business and operational needs.
• Demonstrates sound judgment and confidence in setting priorities and boundaries when appropriate.
• Strong written and verbal communication skills.
• Customer-service oriented with a professional and approachable demeanor.
• Adaptable, resourceful, and capable of managing multiple priorities.
• Maintains composure and effectiveness in a fast-paced environment.

Salary Range: $45,000-$55,000 / year, commensurate with experience

Benefits:

• 100% employer paid Medical Insurance for employees, starting day 1
• 100% employer paid Dental and Vision Insurance for employees, starting within 31 days
• 401(k) with Employer Contributions
• Profit Sharing
• Cash Balance Plan (similar to pension)
• Competitive PTO & Paid Holidays
• Friendly, team-focused culture where your work matters

Visit us at to learn more!

Gottlieb & Greenspan is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran status, age, or any other protected status under applicable federal, state, or local laws.

Candidates must be authorized to work in the United States and not require sponsorship now or in the future for employment‑based visas, including but not limited to H‑1B, TN, O‑1, or E‑3 classifications.

Gottlieb & Greenspan is committed to providing reasonable accommodations to individuals with disabilities throughout the application, interview, and employment process. Applicants who require accommodation may contact Human Resources to request support.

The duties and responsibilities described above are intended to outline the general nature and level of work performed. They are not an exhaustive or complete list of all tasks, responsibilities, or requirements. Additional duties may be assigned or modified at any time with or without notice.