Office Services Coordinator

As a member of the Office Services Department, the Office Services Coordinator provides high quality office services related support. Maintains positive working relationships with clients, attorneys, and support staff. Adheres to strict confidentiality, timeliness, and accuracy of all related work.

ESSENTIAL FUNCTIONS:

• Handles all front-end activities, including front desk coverage, facilitating incoming calls, assisting visitors, set up and cleaning of conference rooms, and assisting with the delivery and set-up of catering for meetings.
• Assists with general clerical support and various administrative tasks, including but not limited to:
• Ensuring proper indexing and filing of both paper and electronic documents.
• Processing new business intake requests and handling conflict searches.
• Creating and maintaining original and electronic client case files.
• Searching and reviewing electronic document files for specific requests.
• Processing third-party vendor invoices and attorneys’ expenses as needed.
• Works with the Office Administrator on tasks such as equipment set-up and office maintenance.  Collaborates as needed with other firm and external resources to complete local office projects and tasks.
• Orders supplies and stocks copy rooms, kitchen, and conference rooms, and maintains organization and cleanliness of shared spaces. Responsible for maintaining appropriate inventory levels for all supplies.
• Responsible for accurate copying/printing and assembly of reprographics projects, faxing, and scanning in accordance with instructions and firm policies.
• Sorting, distributing, collecting, and metering mail and parcels timely and accurately.
• Providing on-site assistance to the Information Services team, including set-up of video and audio-conferencing equipment and assisting with computer equipment
• Performing incidental cleaning and dusting of shared office spaces.  Maintaining organization and cleanliness of copy rooms, file rooms, and kitchen areas.
• Adhering to firm policies, procedures, standards, and maintaining confidentiality.

ADDITIONAL FUNCTIONS:

• Other duties, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:     

• High School Diploma or equivalent combination of education and/or work experience.

Experience:

• Prior law firm or professional services firm related experience preferred but not required.

Knowledge, Skills, & Abilities:

• Must have strong ability to communicate effectively, tactfully, and professionally with clients, attorneys, and staff.
• Routinely able to lift up to 50 pounds of office related equipment, supplies and incoming and outgoing parcels.
• Knowledge and experience using office equipment, including copiers, scanners, fax machines and other related equipment.
• Must be extremely customer service oriented.
• Possess general computer ability using MS Office.
• Exceptional organizational skills, initiative, and judgment.
• Ability to adhere to strict deadlines and manage conflicting priorities.
• Strong ability to multi-task efficiently and effectively.
• Ability to perform tasks with a high degree of accuracy and attention to detail.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Medium Work:  Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

The Firm provides equal employment opportunity to all employees and applicants for employment without regard to a person’s race, color, religion, sex, gender, pregnancy, childbirth, or related medical conditions, gender identity or expression, sexual orientation, age, ancestry, national origin, marital status, military or veteran’s status, medical condition, disability, individual genetic information, protected leave or any other factor protected under federal or state applicable laws.