Office Services Coordinator

The Office Services Coordinator is a part of the Madison Offices Services team and acts as a liaison and a right hand to the Madison Office Services Manager. This individual is a proactive team player with a can-do attitude who thrives on variety and enjoys being a jack of all trades. Responsibilities include supporting our Madison office’s front desk, assisting with conference room management, office event coordination, providing support for departmental needs, and handling a wide range of miscellaneous tasks and projects. This position requires flexibility, adaptability, and a commitment to team and client success.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greet and welcome all guests with a warm, friendly, and professional demeanor
• Escort visitors to designated conference rooms and promptly notify respective attorneys or staff
• Answer incoming calls professionally and route them accordingly
• Provide callers with relevant information such as Firm address, office directions, parking instructions, website and other information related to all firm locations
• Schedule conference rooms for client and internal meetings using scheduling software proficiently
• Collaborate with internal and external clients, vendors, and internal departments (e.g., Office Services, Help Desk) to ensure all meeting/event requirements and expectations are met
• Maintain a welcoming and professional atmosphere to ensure all visitors and clients feel comfortable and attended to
• Ensure meeting/event setups meet client expectations, including room layout and required amenities
• Anticipate clients’ needs and proactively seek and suggest enhancements to improve their experience
• Serve as the primary point of contact for clients during meetings/events, checking in as needed
• Manage the maintenance and cleanliness of all client-facing areas and meeting spaces, ensuring spaces are client-ready when not in use
• Communicate effectively with team members and Office Services to ensure all client needs and pending items are addressed in a timely manner
• Place food orders with vendors, maintain compliance with meeting/event budgets, and follow proper expense processes as necessary
• Monitor and restock conference room supplies as needed
• Assist with meal/beverage setup for meetings as required
• Arrange for video conferencing and other technology needs
• Provide copying and scanning support for meetings or staff requests
• Create and distribute the Daily Report to the office via e-mail
• Accept and direct incoming deliveries, validate client parking tickets, and maintain associated visitor logs
• Provide copying and scanning support to LEA’s, paralegals, and other staff
• Assist the Office Manager with client events as necessary
• Assist with departmental projects and tasks, as well as support the needs of LEAs with overflow work as required
• Continuously develop and maintain technical skills to adapt to evolving technology and support firm initiatives; remain flexible and available to assist with tasks and projects as needed

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Strong customer service and interpersonal skills
• Excellent attention to detail; organized, and great at multi-tasking
• Proficient knowledge of Microsoft Office suite, including Outlook, Word, Excel
• Ability to communicate effectively with a wide range of individuals
• Team player willing to assist others when needed
• Ability to work overtime and after business hours on occasion

Job Type: Full-time

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Madison, WI 53703 (Required)

Ability to Relocate:

• Madison, WI 53703: Relocate before starting work (Required)

Work Location: In person