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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 committed to excellence in legal services.

Position Summary:
The Office Services / Facilities Clerk plays a crucial role in supporting the operational needs of the firm. This position involves assisting with various office functions, including copy, fax, and reproduction services, as well as managing records and overall office service operations.

Key Responsibilities:
  • Perform daily mail, fax, and reproduction tasks while maintaining a high standard of service.
  • Ensure all office equipment is functioning correctly and coordinate preventative maintenance as necessary.
  • Assist in the setup, testing, and monitoring of audio and video conference calls.
  • Conduct regular checks on Automated External Defibrillators (AEDs) and prepare monthly reports.
  • Support the management of onsite and offsite records.
  • Order and maintain adequate supplies for supply and conference rooms, including obtaining quotes for products and services for Office Manager approval.
  • Coordinate with vendors for services as directed by the Office Manager.
  • Work with building management to address all building service needs.
  • Maintain warranties and information related to preventive maintenance systems, including HVAC systems.
  • Coordinate office moves in collaboration with the Office Manager and Director of Office Services & Facilities.
  • Prepare office spaces for new hires.
  • Perform repairs on office furniture as needed.
  • Regularly inspect the office to ensure a proper general appearance and take corrective actions as necessary.
  • Oversee the cleanliness of the facility by ensuring the cleaning vendor meets expectations.
  • Supervise maintenance and repairs to uphold a safe and comfortable work environment.
  • Replace light bulbs 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.
  • 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 various performance criteria, including:
  • Ability to thrive in a high-volume, service-oriented environment.
  • General office appearance and maintenance.
  • Commitment to providing exceptional customer service.
  • Effective problem-solving and follow-up skills.
  • Monitoring of maintenance schedules with vendors.
  • Professional demeanor when interacting with attorneys and support staff.
  • Proactive approach to task management.
  • Team collaboration and workload organization.
  • Adherence to schedules, policies, and procedures.
  • Record-keeping and documentation maintenance.
  • Timely completion of tasks and projects.