Office Services Coordinator

It’s more than what you do: it’s how you do it. That’s why O’Melveny is counsel of choice to an ever-expanding list of market leaders. Opportunity at O’Melveny means working alongside diverse, dynamic, and team-oriented colleagues on evolving issues and opportunities for prominent clients around the world. It’s a place to build a rewarding career by tackling new challenges; being appreciated, included, and supported; and creating lasting connections.

With approximately 800 lawyers on three continents, more than 80 practice and industry service areas, and strong cultural ties to all of our 18 locations, O’Melveny is a global law firm with a local feel. At our core, you’ll find a dedication to excellence, a drive to lead and innovate, and a deep sense of civic responsibility.

At O'Melveny, we know our commitment to DE&I can be a true differentiator and a key component of our success. Creating a truly inclusive environment while providing advancement and leadership opportunities for our lawyers and business professionals is a strategic priority. It’s who we are. The diverse perspectives and experiences that our people bring to their work drive innovation and excellence. We are proud of our achievements, but DE&I is a work in progress. It always will be because our profession, our colleagues, our clients, our communities, and their issues keep changing. So must we.

So, tell us. What do you want to achieve? Visit us at www.omm.com/dna or learn more in our firm at-a-glance , year-end highlights , and on LinkedIn , Twitter , Facebook , Instagram , and YouTube .

O'Melveny has an immediate opening for an Office Services Coordinator in our Houston office. This is a full-time in-office position. The Office Services Coordinator will report to the Office Administrator and support lawyers, business professionals, and visitors by fulfilling a variety of the office’s Administrative and Support needs.

Essential Duties And Responsibilities

Onsite Experience Management:

• Responsible for overall onsite experience, including accepting/coordinating requests, and serving as point of contact for lawyers, business professionals, clients, and visitors, addressing inquiries and providing information.
• Ensure the office environment is clean, organized, and presentable.
• Assist in the implementation and maintenance of office policies and procedures.
• Maintain reception desk coverage and first impression of the Houston office.
• Answer incoming internal and external telephone calls; follow appropriate protocol to transfer/route calls in a timely manner.
• Manage conference room and visitor office experience.
• Support security badge needs and coordinate each guest/visitor through the process.
• Manage waiting area for guests and be a contact resource at the reception desk.
• Order and set up food/catering/beverages/snacks per requests, confirm delivery details, and provide confirmations to requestor. Manage beverage refresh, snacks, supplies, and other needs.
• Oversee and maintain office supplies, set-ups, and office equipment inventory.
• Support facility needs, including set-ups; break-downs; and office vendor management.
• Provide administrative support to various departments, including invoice processing, data entry, and recordkeeping.
• Execute on various administrative needs of the attorneys and business professionals, including their duplicating, mail, and scanning needs. Document and Reprographics Services:
• Operate and maintain high-speed duplicating machines.
• Copy, print, scan, or bind hard copy and electronic documents of various sizes and colors.
• Download copy jobs from printer holding queue, servers, links, drop boxes, or emails as well as uploading finished products.
• Electronically cut/paste scanned graphics to create and design artwork for firm closing deliverables.
• Perform Excel formatting, file merging, reductions, conversions, bookmarking, and hyperlinking.
• Bind hard copy productions (i.e., Velo, Spiral, Wire, and 3-ring).
• Collate, assemble, cut, and staple duplicated materials.
• Number physical documents or electronic files.
• Create labels for use with titling various forms of binding, folders, or redwelds.
• Create fully customizable tabs.
• Copy, scan, and print large maps or blueprints.
• Quality check work for accuracy to uphold the standards of service and best practices set forth by the department.
• Conduct routine maintenance on copy machines, restock area with supplies, and shred documents as needed.
• Pick up/deliver work or supplies as needed.
• Monitor and respond to incoming email requests.
• Provide quality reproduction of all materials submitted by end users, including binding/finishing (drilling, cutting, folding, hole-punching, laminating) stapling using digital, high-speed copiers, and document production equipment.
• Complete service request tickets with minimum instructions.
• Demonstrate flexibility in satisfying customer demands in a high volume, production environment.
• Troubleshoot jams and perform normal key operator preventative maintenance on copier/printer machine fleet.
• Maintain logs of office services equipment usage and maintenance and request technical support when needed.
• Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels.
• Maintain and organize floor copy rooms, adding supplies as needed.
• Check paper levels on printers/copiers on a daily basis and replenish as needed. Mail and Package Services:
• Assist with internal personnel moves.
• Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc. ).
• Receive, log, and deliver incoming packages (FedEx, UPS, etc.).
• Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice, and remote office pouch correspondence.
• Meter outgoing mail.
• Retrieve and sort incoming mail from post office/postal box.
• Prepare materials for mailing including: addressing, stuffing envelopes, making labels, and gathering correspondence for the remote office pouch.
• Maintain postage log for outgoing mail.
• Keep mail supplies stocked. Facility and Conference Room Management:
• Walk space throughout the day to review operation of equipment, furniture, and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas, etc.) and ensure a safe environment.
• Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc. ).
• Prepare offices for visitors and new hires.
• Assist with conference room setups.
• Daily conference room checks (supplies, cleanliness, carpet stains, etc. ).
• Assist with additional conference service matters as needed.
  
  

Knowledge, Skills And Experience

• Either a college degree or 3 years working in a professional services environment.
• Significant attention to detail with emphasis on accuracy and quality
• Ability to work in a team environment; organize and prioritize work to balance multiple projects and deadlines
• Strong computer skills required, including Microsoft Outlook, Word, Excel, and the ability to learn OMM-specific software programs including our conference room reservation system; Time Entry system; and others.
• Must be comfortable with repetitive tasks and maintaining consistent focus
• Excellent interpersonal and communication (verbal and written) skills
• Ability to handle sensitive and/or confidential materials required
• Previous law firm experience Preferred
  
  

We offer an excellent salary and benefits package. For more information, or to be considered for this position, please apply online at www.omm.com. Response will be given to candidates who closely meet our qualifications. EOE M/F/D/V. No phone inquiries, please.