What are the responsibilities and job description for the Office Services Coordinator position at Davis Wright Tremaine LLP?
- Sort and distribute incoming and interoffice mail; includes inbound express and courier materials. This support function includes scanning and routing mail electronically to specific Firm contacts per established guidelines
- Assist in processing outbound mail and vendor/courier packages, ensuring all packages are tracked. This support includes facilitating large shipments for both the legal and administrative teams and can include extracting addresses and contact information from spreadsheets
- Meter mail and packages for delivery to post office; includes processing USPS materials at the off-site location
- Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner
- Assist with the collection of payments for personal shipments from attorneys and staff when using USPS system and/or other courier sources; including documenting client billing numbers for accounting
- Assist with updating the mail and package routing system and other reference lists in a routine manner; includes processing the daily "out" list to keep current with the attorney and staff pairings that relate to the mail/packing receipt activity
- Participate in team and other special projects as assigned; includes support with moving boxes and light inter-office moves, working closely with the practice group legal assistants and administration to support routine and special mailings, scanning and delivering client materials to the legal team, serve as main contact for vendor support per Operations Manager’s directive, etc.
- Assist with the general appearance of the support services department; includes ordering and stocking of supplies, organizing workflow product, and cleaning the support services area in a routine manner
- Assist with preparation support of offices and workstations for new attorney and staff hires and/or for interoffice moves; includes box delivery and assistance with moving employee's work content and/or personal items to new space
- Serve as an in-house messenger; performing responsibilities by using the company vehicle, public transportation and/or by walking and able to execute accurate completion to support the smooth operation of our team
- Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed
- Participate in routine check-in meetings with the Operations Manager to discuss services, projects, progress towards completion, goals and needs
- Maintain a punctual schedule and regular attendance
- Other administrative responsibilities as requested
Join us if you have:
- 2 years related work experience in office support, customer service, and copy or mailroom environment
- Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones
- Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills
- Able to work effectively in a team-oriented, service environment
- Able to learn, prioritize, and manage multiple tasks and projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs
- Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate
- Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format
- Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance
- Able to lift 40 lbs., be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart) is required
- GED/High School Diploma required; advanced education preferred
- Able to read and write English proficiently
- Valid driver's license required; includes proof of insurance to operate company vehicle
- Able to work extended hours or periodically change hours if needed
- May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed
Who We Are
What’s in it For You?
- Choice of health and vision insurance plans
- 2 paid volunteer days for qualifying community service work
- Dental plan
- Fertility and adoption benefit
- Paid sabbatical after 13 years of service
- Tuition reimbursement
- Commuter benefits
- Retirement contribution
The annualized salary range for this position in Washington is $59,000 to $64,000 ($30.26-$32.82 hourly). Actual pay will be adjusted based on the candidate’s education, training, experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, 11 paid holidays each year and an employee assistance program. For full-time employees, the initial vacation benefit is 15 days per year and 11 days of sick leave per year, accrued bi-weekly. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.
Diversity, equity, and inclusion are part of the fabric of Davis Wright Tremaine – central to who we are and what we do. Our vision is to foster a culture where all talented individuals – including those who are from traditionally underrepresented communities in the legal profession – can have, and can see, a path to success. We embed DEI throughout our law firm with our four-pillar framework: Community, Growth, Education, and Engagement. We invite you to learn more about our commitment to DEI at https://www.dwt.com/about/diversity-equity-and-inclusion .
Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email humanresources_confidential@dwt.com .
Salary : $30 - $33
