Office Services Coordinator
About The Position
Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee. The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. Office Services Coordinator Focused on labor and employment law since 1958, Jackson Lewis P.C.’s 950+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged, stable and diverse, and share our clients' goals to emphasize inclusivity and respect for the contribution of every employee. The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms ”. The Office Services Coordinator services as a key member of the office operations team comprised of the Office Services Coordinator, Receptionist and Office Administrator. The primary focus of this position is to ensure that the office is well maintained including overseeing office and kitchen supplies and services, copier operations, mailroom activities, purchasing, records maintenance, and conference room upkeep. This position is located in Chicago and reports to the Office Administrator.
Requirements
- High School Diploma or Equivalent Required
- 5 years’ experience in professional services environment strongly preferred
- Experience with operating mail room and reproduction equipment, records management systems, managing and tracking supply purchases, keeping kitchen and kitchen equipment clean and operational.
- Must be self-directed, able to follow instructions as needed, team member, someone who takes initiative and proactively seeks additional work when time allows.
- Possess a client service mindset with strong verbal and written communication skills.
- Be analytical, able to problem-solve and propose resolutions.
- Outstanding organizational skills, ability to prioritize and manage multiple projects and deadlines simultaneously and frequently under tight deadlines.
Responsibilities
- Mailroom Responsible for general mailroom duties including the management and distribution of both incoming and outgoing mail and deliveries (Federal Express, UPS, Amazon, Certified US Mail, Registered US mail, Express and Priority).
- Assist receptionist with delivering faxes and interoffice mail to the 24th floor.
- Drop off outgoing mail and FedEx packages when leaving for the day.
- Reproduction Support the trouble-free operations of copiers and printers by providing toner, service calls, and copy paper throughout the office.
- Perform all photocopy, scanning and document production jobs.
- Conference Rooms Ensure conference rooms are maintained, have adequate supplies as well as coordinate technology set up (AV and IT) for meetings/depositions.
- Troubleshoot basic IT and cable issues and assist with IT equipment set up/connections as needed.
- Records Receipt of file materials from secretaries, paralegals and attorneys to file in filing room.
- Manage files via the FileTrail Records Management System.
- Process and retrieves files to/from offsite storage using FileTrail.
- Keep file room organized.
- Maintains and secures records in accordance with established policies and procedures.
- Coordinate with records management team to keep file/case rooms, conference rooms, and office spaces free of closed cases and that all case files are properly stored.
- Supplies Complete inventory of supplies int the kitchens, common supply areas and supply room areas to determine items that need to be ordered and restocked.
- Kitchen Facilities Coordinate with building engineers to ensure office space and equipment are properly maintained.
- Monitor office space by conducting walk-throughs and reporting necessary repairs or cleaning.
- Assist with building engineers in handling & setup of furniture deliveries.
- Assist with internal moves Assist with any office refresh/update projects
- New Hires Coordinate New Hire Office cleanup and setup
- Ensures IT and phone setups are complete
- Vendor Management Manages and coordinates with external vendors.
- Researches and identifies new vendors as needed and monitors performance.
- Assist Indianapolis when Office Services Coordinator is out
- Other duties/Projects as assigned.
- Backup Responsibilities to other Office Services Coordinators
- Manage new hire onboarding checklist
- Troubleshoot keycard issues with building
- Cover Reception Desk
- Support Milwaukee or Madison when needed
- Assist with other duties as assigned
Benefits
- Medical, dental, vision, life and disability insurance
- 401(k) Retirement Plan
- Flexible Spending & Health Savings Account
- Firm-paid holidays, vacation, and sick time
- Employee assistance program and other firm benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
