Office Services Coordinator

Location: New York (100% On-Site)

Schedule: Full-Time, Monday-Thursday 11:00 AM - 7:00 PM; Friday 10:00 AM - 6:00 PM (Flexibility required based on business needs)

Reports To: Office Administrator

Travel Required: None (0%)

The Office Services Coordinator plays a vital role in supporting daily office operations and ensuring an efficient, well-maintained, and client-ready environment. Reporting to the Office Administrator, this position is responsible for a broad range of office, mailroom, and client service tasks that contribute to the smooth functioning of the firm.

• Sort, distribute, and deliver incoming mail and packages.
• Prepare, package, and process outgoing mail and overnight shipments (FedEx, UPS, etc.) to meet client deadlines.
• Maintain mail carts, sorter bins, and mailroom equipment in proper working order.
• Schedule and coordinate both external and in-house messenger services (including daily bank/post office runs and firm errands).
• Complete copy, scan, and print projects accurately and on time.
• Maintain and troubleshoot duplication and binding equipment; coordinate with external vendors as needed.
• Assist with office setups, furniture moves, and event preparation/breakdown.
• Ensure VAOs (visitor and attorney offices) are maintained in a clean and organized manner in line with firm standards.
• Manage inventory and restocking of supply rooms, copy rooms, and printer areas.
• Set up supplies for new attorney offices.
• Read and interpret various types of documents (memos, emails, instructions, etc.) accurately.
• Communicate effectively with internal and external clients, responding promptly to requests and providing updates as needed.
• Maintain confidentiality and adhere to firm standards.
• Demonstrate flexibility and adaptability to changing workflows and priorities.

• Support Conference Center operations by managing meeting and event requests.
• Review conference room reservations and catering orders to ensure accuracy and timely execution.
• Maintain, organize, and inventory pantry and kitchen areas.
• Receive and distribute food deliveries; ensure proper setup in designated conference rooms.
• Assist with meeting and event logistics, including setup, cleanup, and technical or service support.
• Provide assistance for after-hours firm and client events as needed.

• Education: High school diploma or equivalent required; associate or bachelor's degree preferred.
• Experience: Prior experience in office services, facilities, or administrative support preferred.
• Technical Skills: Basic computer proficiency (email, document management systems, data entry).
• Communication: Strong verbal and written communication skills with a professional demeanor.
• Physical Requirements:
  • Ability to lift, move, and push up to 25 pounds regularly.
  • Ability to stand, walk, bend, stoop, and reach frequently.
  • Capable of pushing mail carts and carrying mail packets between departments.
• Other Requirements:
  • Flexibility to work early mornings, late evenings, or weekends for events.
  • Strong attention to detail and organizational skills.
  • Commitment to maintaining confidentiality and upholding firm standards.
  • Reliable, customer-focused, and team-oriented mindset.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.