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Office Services Coordinator

1 month ago

Madison, Wisconsin, United States Reinhart Boerner Van Deuren SC Full time
Job Title: Office Services Coordinator

We are seeking a highly organized and detail-oriented Office Services Coordinator to join our team at Reinhart Boerner Van Deuren SC. This is an exciting opportunity to provide administrative support to our Madison office and contribute to the success of our organization.

Key Responsibilities:
  • Provide exceptional administrative support to the Madison Office Manager, including records management, catering, and back-up reception duties.
  • Set up meetings with beverages and food, ensure conference rooms are clean and organized, and set up AV equipment.
  • Order catering, fill out disbursement requests, and deliver to the Office Manager by the end of the day.
  • Manage records within established guidelines, including checking in and out files, requesting offsite files, and organizing the file room.
  • Provide back-up reception duties, including answering phones, greeting visitors, and handling incoming vendors.
  • Prepare outgoing mailings, receive, sort, and distribute incoming mail.
  • Assist the Office Manager with tasks such as filing, coding vendor invoices, and reconciling the office credit card statement.
  • Schedule conference rooms, coordinate interoffice department meetings, and complete daily sanitizing of the office and conference rooms.
  • Assist with document reproduction and processing, including copying, scanning, date stamping, and faxing.
  • Maintain and order office and kitchen supplies, stock beverages, and ensure inventory is used before expiration dates.
Requirements:
  • Professional attitude and 1-3 years of office assistance experience.
  • High School Diploma or GED required.
  • General knowledge of Microsoft Office Applications and Adobe Professional.
  • Strong technical skills and knowledge of standard office procedures and equipment.
  • Able to carry out oral and written instructions with little supervision.
  • Detail-oriented, organized, and able to prioritize work and multitask.
  • Good client service and interpersonal skills, with a positive attitude and ability to work as a team.
  • Dependable in execution of assigned tasks and attendance.
  • Professional appearance and commitment to upholding Reinhart's client service standards.

The physical demands of this position include walking, climbing, stooping, kneeling, crouching, reaching, and lifting up to 25 pounds. The employee is regularly required to talk and listen, and frequently required to sit and use hands to finger or handle.

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and/or certain state or local laws. Please contact Human Resources at if you need a reasonable accommodation or other assistance to participate in any aspect of the application process.