Office Services Coordinator (Madison)

POSITION SUMMARY:

The Office Services Coordinator is a part of the Madison Offices Services team and acts as a liaison and a right hand to the Madison Office Services Manager. This individual is a proactive team player with a can-do attitude who thrives on variety and enjoys being a jack of all trades. Responsibilities include supporting our Madison office’s front desk, assisting with conference room management, office event coordination, providing support for departmental needs, and handling a wide range of miscellaneous tasks and projects. This position requires flexibility, adaptability, and a commitment to team and client success.

KEY RESPONSIBILITIES:

• Greet and welcome all guests with a warm, friendly, and professional demeanor.
• Escort visitors to designated conference rooms and promptly notify respective attorneys or staff.
• Answer incoming calls professionally and route them accordingly.
• Provide callers with relevant information such as Firm address, office directions, parking instructions, website and other information related to all firm locations.
• Schedule conference rooms for client and internal meetings using scheduling software proficiently.
• Collaborate with internal and external clients, vendors, and internal departments (e.g., Office Services, Help Desk) to ensure all meeting/event requirements and expectations are met.
• Maintain a welcoming and professional atmosphere to ensure all visitors and clients feel comfortable and attended to.
• Ensure meeting/event setups meet client expectations, including room layout and required amenities.
• Anticipate clients’ needs and proactively seek and suggest enhancements to improve their experience.
• Serve as the primary point of contact for clients during meetings/events, checking in as needed.
• Manage the maintenance and cleanliness of all client-facing areas and meeting spaces, ensuring spaces are client-ready when not in use.
• Communicate effectively with team members to ensure all client needs and pending items are addressed in a timely manner.
• Place food orders with vendors, maintain compliance with meeting/event budgets, and follow proper expense processes as necessary.
• Monitor and restock conference room supplies as needed.
• Assist with meal/beverage setup for meetings as required.
• Arrange for video conferencing and other technology needs.
• Provide copying and scanning support for meetings.
• Create and distribute the Daily Report to the office via e-mail.
• Accept and direct incoming deliveries, validate client parking tickets, and maintain associated visitor logs.
• Provide copying and scanning support to LEA’s, paralegals, and other staff.
• Assist the Office Manager with client events as necessary.
• Assist with departmental projects and tasks, as well as support the needs of LEAs with overflow work as required.
• Coordinate and process incoming and outgoing mail, including scanning and sorting; distributing interoffice correspondence, and packages.
• Monitor visiting attorney and client working offices for cleanliness; replenish office supplies.
• Provide assistance to firm’s staff in coordinating maintenance/repairs of office equipment.
• Assist with inventory, receipt and stocking of office and kitchen supplies.
• Maintain neat and orderly appearance of all kitchens and work areas.
• Continuously develop and maintain technical skills to adapt to evolving technology and support firm initiatives; remain flexible and available to assist with tasks and projects as needed.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Strong customer service and interpersonal skills.
• Excellent attention to detail; organized, and great at multi-tasking.
• Proficient knowledge of Microsoft Office suite, including Outlook, Word, Excel
• Ability to communicate effectively with a wide range of individuals.
• Team player willing to assist others when needed.
• Ability to work overtime and after business hours on occasion.