Office Services Coordinator

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Office Services Coordinator

The candidate ensures that the Copy Center/Mail Room is run efficiently by directing, controls and prioritizes daily work flow, coordinating training and handling quality control of tasks. Processes incoming and outgoing mail, FedEx, UPS, and messenger packages and distributing them desk to desk. Maintains supply inventory, orders office supplies and stock shelves. Daily and weekly inspection and stocking of office equipment including copy machines. Coordinates office repairs and work orders with building management and/or vendors. Assists with office moves and light facilities maintenance. Assists with audio visual equipment. Provides excellent customer/client service to all everyone. Coordinates timely set up and break down in all conference rooms for depositions, meetings, conferences and other business related activities. Refrigerator and pantry shelf stocking as needed. Basic assistance with IT projects, i.e., uncrating and setting up computers and phones. Daily office walk-thru to ensure all lights are working properly and identify any spot treatment/cleaning needed for carpeting and/or walls. Ensures that the offices are clean, have the necessary office supplies, and provide all maps, directories, or any other amenities needed for the visitors. Assists with photocopying and scanning of documents as requested by practice assistants, paralegals, attorneys and office administrator. Creates new files as necessary using the Firm’s records management database; interfiles records in appropriate location on file room shelves. Processes electronic, phone or in-person file requests; locates and retrieves files and ensures files are current and accurate before forwarding to requestor; routes or delivers files as requested; contacts offsite storage facility for requested records maintained offsite. Researches records information including missing files, unmarked files, misfiled documents, unclear file labels or file numbers, and inaccurate database entries; assists secretaries and others with central filing procedural advice as necessary; assists with ad hoc “how to” training of the records management database to secretaries and legal staff members as necessary. Routinely processes closed files for storage maintained in assigned filing area; generates report of closed files from records management database; selects identified records and boxes files for offsite storage; updates records management database to indicate new offsite location of files. Complies with risk management procedures regarding restricted file labeling (Ethical Wall Memos). Regularly maintains the space management, physical condition and integrity of assigned filing areas. Assumes responsibility for maintaining the highest level of confidentiality of all firm records and files. Ensures library subscriptions are current. Processes expenses reports and/or invoices promptly. Ensures that filing within library subscriptions is up-to-date. Order all supplies, and maintain clean supply room and copy/print stations. Maintain postage and fax log sheets. Cost Recovery entered to BillBack (fax, copy, parking validations). Should have 5+ years previous experience working as clerk in Copy Center/Mail Room operations.

Company info

Ogletree, Deakins, Nash, Smoak & Stewart, P.C.
Four Gateway Center 444 Liberty Avenue, Suite 400
Pittsburgh
Pennsylvania
United States 15222-1237
Website : https://ogletree.com