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Office Services Coordinator

2 months ago

Tampa, Florida, United States Phelps Dunbar LLP Full time
Company Overview:
Phelps Dunbar LLP is a distinguished AmLaw 200 full-service law firm dedicated to providing exceptional legal services.

Position Summary:
The Office Services / Facilities Clerk plays a crucial role in supporting the daily operations of the office. This position involves assisting with various tasks related to copy, fax, reproduction, and records management, ensuring a seamless office environment.

Key Responsibilities:
- Execute daily functions in the mail, fax, and reproduction areas while maintaining a high standard of service.
- Ensure the proper functioning of all office equipment and coordinate preventative maintenance as necessary.
- Assist in the setup, testing, and monitoring of audio and video conference calls.
- Conduct monthly checks on AEDs and prepare reports.
- Support onsite and offsite records management activities.
- Manage the ordering and inventory of supplies for the office and conference rooms, including obtaining quotes for products and services.
- Liaise with vendors and building management to coordinate services as directed by the Office Manager.
- Maintain warranties and documentation related to preventive maintenance systems, such as HVAC.
- Oversee office relocations in collaboration with the Office Manager and Director of Office Services & Facilities.
- Prepare office spaces for new hires and perform repairs on office furniture as needed.
- Conduct regular inspections to ensure the office maintains a professional appearance and address any issues promptly.
- Supervise the cleaning vendor to ensure the facility is well-maintained.
- Perform light maintenance tasks, such as replacing light bulbs.
- Assist with various projects and tasks as assigned by the Office Manager and Director of Office Services & Facilities.

Qualifications:
- High school diploma or G.E.D. required; some college education preferred.
- Previous experience in office services and building maintenance is essential.
- Familiarity with video conferencing technology is advantageous.
- Experience in mailroom operations, reproduction, and records management is a plus.
- Prior exposure to a legal environment is beneficial.

Skills:
- Strong organizational abilities and attention to detail.
- Excellent verbal and written communication skills, capable of interacting with attorneys, management, and staff at all levels.
- Proficient in Microsoft Outlook, Word, and Excel.

Performance Metrics:
The Office Services / Facilities Clerk will be evaluated based on the following criteria:
- Ability to thrive in a high-volume, service-oriented setting.
- Maintenance of general office appearance.
- Commitment to providing exceptional customer service.
- Effective problem-solving and follow-up skills.
- Proactive management of maintenance schedules with vendors.
- Professional demeanor when interacting with attorneys and support staff.
- Capacity to prioritize and manage multiple tasks efficiently.
- Adherence to policies, procedures, and schedules.
- Timely completion of assigned tasks and projects.