Office Services Coordinator

2 weeks ago

Tampa, Florida, United States Phelps Dunbar LLP Full time
Company Overview:
Phelps Dunbar LLP is a prominent 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 operational efficiency of the firm. This position involves assisting with various office service functions, including copy, fax, and reproduction tasks, as well as managing records and overall office operations.

Key Responsibilities:
  • Manage daily mail, fax, and reproduction room activities while ensuring high service standards.
  • Oversee the functionality of office equipment, performing or scheduling preventative maintenance as required.
  • Assist in the setup, testing, and monitoring of audio and video conference calls.
  • Conduct monthly checks and reporting on Automated External Defibrillators (AEDs).
  • Support onsite and offsite record management.
  • Ensure adequate supplies are maintained for supply and conference rooms, including obtaining quotes for necessary products and services.
  • Coordinate with vendors and building management regarding services as directed.
  • Maintain warranties and information related to preventive maintenance systems, such as HVAC units.
  • Facilitate office moves in collaboration with the Office Manager and Director of Office Services & Facilities.
  • Prepare office spaces for new hires and perform necessary repairs on office furniture.
  • Conduct regular inspections to maintain the overall appearance and cleanliness of the office.
  • Supervise maintenance and repairs to ensure a safe and comfortable work environment.
  • Assist with various tasks and projects as needed by the Office Manager and Director of Office Services & Facilities.

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

Skills:
  • Strong organizational abilities.
  • 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 environment.
  • General office appearance and upkeep.
  • Commitment to providing exceptional customer service.
  • Effectiveness in responding to and resolving issues.
  • Monitoring maintenance schedules with vendors.
  • Professionalism in interactions with attorneys and support staff.
  • Proactivity in handling tasks independently.
  • Team collaboration and workload organization.
  • Adherence to schedules, policies, and procedures.
  • Maintenance and updating of records and documentation.
  • Timely completion of tasks and projects.

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