Office Services Coordinator

Dykema Gossett PLLC, a leading national law firm, is recruiting for an Office Services Coordinator (OSC) for our Lansing office. The core duties and responsibilities of this position revolve around supporting others. Under the supervision of the Office Administrator, the Office Services Coordinator (OSC) is responsible for providing administrative operations support to meet the daily needs of the office location. Works closely with the Office Services team to identify, respond to, and anticipate administrative operation needs and process optimization opportunities. The OSC is responsible for all mail, packages and interoffice correspondence handling and dispatching. Responsibilities also include conference center support, reception, hospitality and/or other duties as assigned. The OSC ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships. Duties can vary widely from day to day.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
• Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations.
• Prepare special outgoing inter-office pouches sent to other firm offices as scheduled.
• Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet deadlines. Log and deliver incoming overnight packages within established time frames.
• Log outgoing and incoming items as required and review for accuracy/completeness.
• Organize and distribute supplies to personnel as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper and toner and keep supply area neat and organized.
• Estimate runtime on the small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs.
• Copy, file, fax, scan, print, and assemble documents.
• Complete office supply ordering and stocking.
• May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings.
• Operate facsimile machines; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary.
• Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
• Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site.
• Set up and maintain kitchen areas and conference rooms, order food, make coffee, assist with basic food & beverage tasks.
• Assist with set-up/clean-up and arrangement for after hour firm events.
• Provide reception overflow coverage such as answering telephones, transferring calls, taking messages and greeting visitors.
• Move boxes, supplies or furniture.
• Managing conference room reservations including reserving meeting space using booking software, coordinating technology and supply needs; assisting with large scale office meetings and events.
• Deliver and pickup documents and items to/from courts.
• Additional duties as assigned depending on needs of office location.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• High school diploma or equivalent educational certificate required.
• Minimum of 1 year(s) experience required in hospitality or office services environment; 3 year(s) preferred in a related field; prior law firm or professional services experience is a plus.
• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support.
• Positive attitude, strong verbal and written communication skills, and excellent customer service skills required. 

• Ability to be flexible, work flexible hours and/or overtime hours when required, and respond quickly and calmly to urgent situations. Evening and/or weekend hours may occasionally be required.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.

ADDITIONAL INFORMATION

• Normal office environment.
•  Position requires in-office work, Monday – Friday (remote work is not available for this role). The position is full-time.
• Ability to perform physical tasks including lifting supplies and equipment, lifting up to twenty-five pounds, and performing other office services duties as assigned.

WHY YOU SHOULD APPLY 

Dykema offers an excellent salary and benefit package, including transportation assistance. Dykema provides a professional, diverse, and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual. 

EEO STATEMENT 

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances. 

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. 

It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.