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Office Services Coordinator

2 months ago

Tampa, Florida, United States Phelps Dunbar LLP Full time
Position Overview:
Phelps Dunbar LLP, a prominent AmLaw 200 full-service law firm, is seeking a dedicated Office Services / Facilities Clerk. This role is essential in supporting the daily operations of the office, including copy, fax, reproduction, and records management.

Key Responsibilities:
- Manage daily mail, fax, and reproduction tasks while maintaining a high standard of service.
- Ensure all office equipment is functional, performing or scheduling preventative maintenance as required.
- Assist in the setup, testing, and monitoring of audio and video conference calls.
- Conduct monthly checks on AEDs and complete necessary reporting.
- Support both onsite and offsite records management.
- Order and maintain adequate supplies for supply and conference rooms, including obtaining quotes for products and services for Office Manager approval.
- Liaise with vendors for services as directed by the Office Manager.
- Coordinate with building management regarding facility services.
- Maintain warranties and information related to preventive maintenance systems, such as HVAC.
- Oversee office moves in collaboration with the Office Manager and Director of Office Services & Facilities.
- Prepare office spaces for new hires.
- Repair office furniture as needed.

Office Maintenance:
- Regularly inspect the office to ensure a clean and professional appearance, taking corrective action as necessary.
- Ensure the cleanliness of the facility is upheld by the building's cleaning vendor.
- Supervise maintenance and repairs to guarantee a safe and comfortable work environment.
- Perform light bulb replacements and 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 preferred.
- Prior experience in office services and building maintenance is essential.
- Experience with video conferencing is a plus.
- Familiarity with mailroom, reproduction, and records management is advantageous.
- Previous experience in a legal environment is preferred.

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

Performance Evaluation:
The Office Services / Facilities Clerk will be assessed by the Office Manager and Director of Office Services & Facilities 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.
- Effective problem-solving and follow-up skills.
- Capability to monitor maintenance schedules with vendors.
- Professionalism in interactions with attorneys and support staff.
- Proactive approach to task management.
- Ability to work collaboratively in a team setting.
- Strong prioritization, multitasking, and organizational skills.
- Adherence to schedules, policies, and procedures.
- Maintenance and updating of records and documentation.
- Timely completion of tasks and projects.