Office Services Coordinator

Am Law 100 Firm is seeking an Office Services Coordinator (Non-Exempt) to execute all activities in Conference and Office Services, including Reception, Mailroom and Facilities in the Los Angeles office.

Conference Services:

• Ensures telephone calls are consistently answered in a professional manner, handled knowledgably, and directed promptly, while proficiently utilizing phone system software.
• Welcomes internal and external clients professionally and issues building parking electronic validations.
• Monitors the Conference Services and Reception mailboxes and responds to emails timely; works directly with the Conference Services Coordinator to ensure Conference Services needs are anticipated, communicated and handled timely and efficiently.
• Manages conference room bookings by effectively using the conference room reservation software, and ensures that all aspects of conference room reservations are completed, (and adjusted as needed), with relevant, accurate information to facilitate successful meetings.
• Coordinates planning of all conference room services related to office meetings and events, including coordination with Catering, Network Support, Security, Facilities and other departments.
• Ensures that all requests for space, food service, equipment and other services requested are provided seamlessly and in compliance with Firm policies and procedures.
• Monitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio/visual services.
• Monitors conference room needs throughout the day, including general administrative support as requested by clients or attorneys; ensures supplies are properly stocked.
• Provides knowledgeable troubleshooting assistance on conference room technology and proactively coordinates with Network Support to ensure seamless technology support.
• Provides knowledgeable support on conference room utilities and audio-visual equipment, such as LCD projectors, video and audio conferences, web-based conferences, and microphones.
• Reserves, prepares, and cleans visitor offices, noting all details including technology, legal assistant or secretarial support, car services, messenger services, and supply needs.
• Schedules all regularly occurring department luncheons/meetings for the calendar year.
• Communicates all scheduling and staffing changes to the Senior Support Oversight Manager
• Generates daily reports to support departments, including details regarding visitors, catering services, events, and technology.
• Performs weekly review of all reservations for the upcoming week in preparation for the Weekly Services meetings with the Catering and Accounting Departments.
• Coordinates planning of all conference space for client use, working directly with outside groups and clients to determine the appropriate conference room space, food, beverage, parking and Network needs.
• Arranges for temporary IDs (keycards) for visiting attorneys and Skadden employees.
• Adds guest names to building security to allow outside guests entry to the building.
• Maintains effective working relationships with all departments.
• Provides training to back-up professional staff.
• Ensures client services and satisfaction are attained in all areas of position.
• Identifies potential security breaches.

Office Services

• Supports the daily workflow for the Office Services Department, quality of work, superior client service and timely and accurate completion of assignments.
• Handles attorney and professional staff inquiries and requests requiring the assistance and services of the Office Services Department.
• Assists with challenges when they arise and, when necessary, escalates to the Senior Support Oversight Manager.
• Handles supply procedures and ensures firm purchasing standards are followed, including sufficient inventory control and cost-effective purchases; ensures purchasing remains within budget; reviews and approves all invoices.
• Ensures mail is processed per firm protocols.
• Serves as a point of contact with outside suppliers/vendors (e.g. couriers, FedEx, DHL, UPS, etc.).
• Ensures all departmental forms and logs are completed accurately and thoroughly.
• Coordinates preparation of offices for new attorneys and professional staff and attorney/professional staff office moves.
• Works closely with the Senior Support Oversight Manager to monitor department productivity; develops and implements procedures to optimize effectiveness; ensures that space, equipment and technology are used effectively.

Facilities

• Monitors FM Systems and responds to incoming requests in a timely manner. Creates, assigns, updates, and closes work request tickets.
• Serves as the liaison to building management and other key contractors and vendors.
• Obtains quotes from vendors for various facility projects.
• Schedules maintenance work with outside vendors and building engineers, reviews work orders and invoices, and oversees work performed.
• Reports and follows up on building related maintenance requests.
• Assists with vendor documentation including Service Agreements, RAFT forms, Certificate Of Insurance, and invoices.
• Coordinates internal paper shredding vendor, including scheduling the delivery of shred consoles and pick up of shredded material.
• Helps to oversee all functions related to office space maintenance, including but not limited to inspections of entire office, maintenance and repairs of HVAC, furniture and fixtures.
• Supports the office operations and well-being by overseeing regularly scheduled cleanings throughout the office as required by local and state guidelines.
• Ensures compliance with health and safety regulations.

Other

• Ensures current knowledge of firm policies and practices for staff, and current knowledge of industry trends.
• Coordinates and oversees department projects, day-to-day operations.
• Ensures accurate and timely responses to requests for departmental services.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operation, policies and procedures.
• Performs other relevant duties as assigned.

Qualifications

• Current knowledge of Conference Services and Office Services industry best practices, trends and techniques
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Knowledge of intermediate audio/visual procedures (i.e., equipment, techniques, and methodologies) with the ability to learn advanced audio/visual procedures and perform equipment maintenance.
• Demonstrates exceptional customer service skills
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates strong attention to detail
• Ability to administer Firm policies and procedures
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Ability to proactively resolve issues and demonstrate a high level of client service
• Ability to work well under pressure, meeting deadlines and adapting to change
• Ability to recognize security related issues and assist to defuse a tense situation
• Facilitates courteous and positive work relationships with others
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education

• Bachelor’s degree
• Minimum of five years’ experience in a fast paced, high demand work environment