Office Service Coordinator

4 weeks ago


West Hartford, United States Gfeller Laurie LLP Full time $20
Job DescriptionJob Description

The office services coordinator provides various levels of support to the West Hartford, Connecticut office. This role is responsible for answering phones, upkeep of all general office areas, maintenance of office equipment, and monitoring/stocking of all office supplies maintained in all general office areas.

Essential Functions

  • Provide pleasant and professional customer service to all office personnel and guests.
  • Prepare mail and all US/FedEx/UPS packages, sorting and distributing incoming mail. Receive, sort, and disseminate mail to departments and law attorneys.
  • Assist with maintaining client records and confidentiality by inspecting and delivering all parcels to the correct department.
  • Manage firm email to ensure all copying, binding, and tabbing was accurately processed and defined by the attorneys and their assistants.
  • Assist with all aspects of document reproduction and processing: copying, scanning, date stamping, and faxing.
  • Oversee the planning, troubleshooting and maintenance of all telecom hardware and software supported by the firm.
  • Support workstation/computer preparation, assisting with Audio/Visual systems, and maintaining computer equipment inventory spreadsheet.
  • Assist with conflicts checks for opening new client/matters.
  • Work with records management to inventory, send files to the off-site storage facility, delete electronic documents from NetDocs and organize and clean the file workroom.
  • Troubleshooting and performing minor repairs (i.e., clearing paper jams, changing toner/ink cartridges, emptying equipment waste receptacles).
  • Scheduling service calls as needed and maintaining vendor relationships on an ongoing basis.
  • Facilitates some onsite and offsite office events.
  • Prepare and maintain conference rooms for meetings- set up and clean up, and scheduling.
  • Cleaning the kitchen and related equipment on a regular basis, including filling, running and emptying the dishwashers, and upkeep of the facilities.
  • Monitored inventory of supplies such as labels, boxes, envelopes, and kitchen supplies for the office.
  • Move boxes and other heavy items, which may include assisting with furniture moves.
  • Conduct daily walk-through of office space to notice any blown light bulbs, repairs needed or general cleaning issues; report these to building liaison.
  • Serve as liaison between building management and Office Administrator.
  • Provide other administrative assistance as appropriate and requested.

Qualifications/Skills Required

  • Three plus years of experience in a professional services environment.
  • Knowledge of office equipment including telephones, copy/scan/fax equipment and computers, Microsoft Office 360 (Outlook, Teams, Excel, Word, PowerPoint), and Adobe Pro experience is preferred.
  • Must be able to lift 25 - 40 pounds properly. (Position requires some lifting and moving of various office equipment. Ability to retrieve and distribute files or boxes, written documents or office supplies weighing up to 25 pounds and ability to retrieve and replace objects to/from shelves of up to 8 feet high.)
  • Must be able to take initiative, be reliable, professional, team-oriented, pay attention to detail and have the ability to multitask.
  • Prior law firm experience preferred but not required.
  • Good listening skills to determine what is needed for the customer.

Educational Requirements

  • High School Diploma or equivalent.


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