Office Services Coordinator

Amundsen Davis, a full-service business and litigation law firm, is seeking an experienced Office Services Coordinator to join a growing firm with an excellent culture! We offer a collegial environment and an excellent opportunity to continue to develop strong skills and professional growth. This position performs a variety of reception and office services duties delivering high-quality services to internal and external clients. The scope of responsibilities includes prioritizing, managing, and following through on multiple reception, administrative and daily office services functions, while communicating effectively, courteously, and professionally with clients, attorneys, staff and peers.

Essential Duties and Responsibilities

Reception

• Open and close reception
• Greet clients and direct them to conference room
• Validate parking
• Order validation tickets
• Monitor pick-ups and deliveries
• Retrieve and distribute mail
• Answer phones and screen calls
• Manage conference room calendar/schedule visitor office and conference rooms for visiting attorneys

General Office

• Refill all copy machines with paper
• Maintain and order service, parts, or refills for all office equipment
• Monitor supplies (paper, pens, staples, post-it notes, etc.) at copy stations and replenish when needed
• Coordinate with HR & Facilities on access cards
• Refill hand sanitizer stations
• Wipe down keypads and high touch areas with disinfectant

Records

• Assist with maintaining and organizing physical and electronic records
• Ensure that internal requests for records are timely handled, catalog, and labeled
• Assist with destruction or disposal of records in compliance with Firm policy

Follows procedures to properly create, code, catalog, identify, archive, maintain, relocate, and dispose of records

Conference Room Maintenance

• Recombobulate conference room at end of client meetings
• Wipe down table
• Remove pens, cups, water bottles, etc.
• Reposition chairs
• Restock any necessary items

Kitchen

• Coffee set up, refill, and tear down
• Check dishwasher on both floors and run as needed
• Wipe down countertops and tables EOD
• Replenish water and soda in refrigerator as needed
• Refill cups, lids, sleeves, etc.
• Monitor cleanliness of microwave, refrigerator, small appliances
• Replenish refrigerator with creamer as needed

Supplies

• Coordinate inventory of basic office supplies including kitchen inventory
• Restock delivered supplies

Mail/Packages

• Sort/deliver mail/packages
• Collect and process outgoing mail/packages
• Sort and route checks to finance
• Coordinate newspaper subscriptions

Building Maintenance Communications

• Monitor lights in common areas and request replacements
• Monitor conference room lighting and request replacements
• Report HVAC Issues
• Report cleaning issues
• Report other issues as they arise
• Coordinate with third parties as needed

Administrative Support

• Stuffing envelopes for mailing of invoices, past due notices, etc.
• Preparation of file folders for New Matters.
• Support
• Other ancillary support projects for administrative and legal support teams.

Competencies

• Ability to adapt to change (expected and unexpected) and balance competing demands in a fast-paced environment.
• Ability to work in collaboration within a group to ensure that internal and external clients are satisfied, including understanding client’s concerns, and building trust.
• Monitors, proofreads, and takes ownership of work product; ability to apply organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently, and performs independently with little supervision.
• Ability to communicate clearly and coherently, interpreting information and adapting communication to suit situations. Demonstrates excellent communication, grammatical and proofreading skills.
• Always keeps client and firm information confidential; understands and implements general rules of ethical behavior applicable to legal personnel.
• Possesses strong knowledge of word processing software; the use of Microsoft products and office technology including imaging and scanning applications is required.

Required Education and Experience

High School Diploma or GED required; Bachelor’s degree preferred.

3-5 years’ relevant legal assistance experience preferred.

Minimum typing speed of 60 words per minute.

This position is not open to recruiters.

Amundsen Davis is a full-service business law firm comprised of 240 attorneys headquartered in Chicago. As one of the fastest growing law firms in the Midwest, we understand the entrepreneurial thinking that drives business decisions for our clients. We use this insight to respond to the needs of clients creatively, expediently and pragmatically. The firm handles the transactional, labor and employment, and litigation needs of companies across the U.S. Our experience in both litigated and transactional matters makes us a unique partner for your business. The law firm has offices in the following locations: Chicago, Crystal Lake, St. Charles, and Rockford, IL; Columbus, OH; Milwaukee, Appleton, Brookfield, Green Bay, and Madison, WI; St. Louis, MO; and Indianapolis, IN.

Amundsen Davis is an Equal Opportunity Employer. We support and encourage workforce diversity. We do not discriminate because of an individual’s race, color, religion, gender, national origin, sexual orientation, gender identity or expression, ancestry, citizenship, creed, marital status, veteran status, age, family care giving responsibilities, genetic profile or predisposition, pregnancy or disability with respect to hiring, promotion, firing, compensation, or other terms, conditions, or privileges of employment.