Office Services Coordinator - Saiber LLC

At Saiber LLC, we are seeking a dedicated and professional Office Services Coordinator to manage our front desk operations. As the first point of contact for our clients and visitors, you will provide exceptional customer service while ensuring the smooth operation of our office.

Reception Responsibilities:

• Greet and welcome clients and visitors with a friendly demeanor.
• Manage incoming calls, directing them to the appropriate person while taking accurate messages when necessary.
• Maintain the conference rooms and shared offices bookings and schedules.
• Sort, deliver, and receive all incoming/outgoing mail and shipments from USPS, UPS, and FedEx.
• Ensure the reception area is tidy and presentable at all times.
• Support Office Services with clerical duties such as copying, scanning, document preparation, and indexing of files.
• Assist with additional duties and projects as requested and needed.

Records Responsibilities:

• Establish and enter file information (ID number, location, index, etc.) into records management software for new, updated, and closed files.
• Ensure files and records are appropriately indexed and stored.
• Maintain detailed and accurate records of all records activity.
• File, scan, archive, and/or destroy records as appropriate.
• Receive, prepare, and process records for long-term on-site and off-site storage.

Facilities Responsibilities:

• Provide back-up support to office clerks as needed with copying, scanning, and mailroom duties.
• Assist with setting up and cleaning of conference rooms.
• Take inventory and stock office supplies as needed.
• Ensure kitchen pantries are stocked and tidy.

Qualifications:

• 3-4 years of reception and/or administrative experience in a professional office, preferably a law firm.
• College degree strongly preferred.
• Proficient in Microsoft Office Suite.
• Ability to efficiently utilize sophisticated records-keeping software.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously.
• Strong interpersonal skills with a focus on customer service excellence.
• Excellent communication skills for working with attorneys, co-workers, vendors, and facilities staff.
• Ability to maintain confidentiality and handle sensitive information appropriately.

This role requires a high level of professionalism, attention to detail, and effective communication skills.