Office Services and Hospitality Coordinator

Office Services And Hospitality Coordinator

Polsinelli does not accept unsolicited resumes from search firms or agencies. Please, no phone calls or emails. At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you! Polsinelli immediately seeks a candidate to fill a full-time position as a Office Services and Hospitality Coordinator role in the Los Angeles office.

Core Responsibilities:

• Adhere to Firm processes and policies as directed by Office Administrator, Supervisors, Managers, and documented Standard Operating Procedures
• Coordinate delivery of USPS mail to and from post office
• Receive, record, and distribute parcels using appropriate equipment
• Distribute U.S. mail, newspapers/periodicals; sort inter-office and intra-office mail for delivery
• Meter outgoing U.S. mail, including certified mailers and parcels
• Prepare Federal Express/UPS, including inter-office mail and packages; coordinate delivery with appropriate vendor
• Prepare and handle local deliveries, maintaining pick-up locations for regular couriers and court runners
• Estimate time and resources required for each project and prioritize by importance; coordinate appropriately
• Perform copy functions (color and black/white), coordinate with outside copy vendors as necessary and appropriate
• Produce large document print and scanning jobs and oversize/wide format copy as required
• Provide assistance and information to casual users regarding walk-up copier function
• Provide first-touch response; troubleshoot and repair equipment problems, including copiers, printers, and minor machine repairs that may arise
• Route incoming faxes
• Maintain appropriate levels of office supplies in centralized locations throughout the office (printers, copiers, stock/supply rooms)
• Set up visiting attorney offices with supplies and clean up as needed
• Inventory and inspect AEDs monthly
• Review Meeting Room Manager and/or other technology used every 30 minutes (at minimum) to ensure conference rooms are set up appropriately
• Handle beverage service for clients, guests, and department meetings, including set-up, regular refreshing of hospitality items, and cleanup
• Place orders for food for internal meetings, including department/practice group meetings
• Provide support to marketing for firm/marketing sponsored functions, including special after-hours events (i.e. set up, clean up, caterer coordination/access, etc.)
• Maintain neat and organized conference rooms, reception areas, visiting attorney offices, kitchens, restrooms, and other common areas as designated
• Maintain proper supplies in kitchens, galleys, coffee areas, conference rooms, and lobbies where appropriate
• Be ready to assist as the main back-up for reception
• Other duties as assigned

Requirements:

• 2+ years of experience working in office services, hospitality, and reception. Experience working in a law firm preferred.
• Proficiency in Microsoft programs Word, Excel, PowerPoint, and Outlook; proficiency in other firm systems as needed
• Candidates must be outgoing, courteous, professional, and dependable. Must also have excellent people and communication skills.

The budgeted salary range for this position is $62,000 - $68,000. As part of full-time employment associated with this position, Polsinelli PC offers the following benefits: Paid time off, sick time off, a referral program, medical insurance and benefits, dental insurance, vision insurance, life insurance, AD&D insurance, ID Theft insurance, long-term disability benefits, short-term disability benefits, Parking/Transit reimbursement (varies depending on location), 401(k) benefits, and employee assistance benefits. Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.