What are the responsibilities and job description for the Office Services Coordinator position at Saiber LLC?
Saiber LLC is seeking a dedicated and professional Office Services Coordinator to join our team. The ideal candidate will be the first point of contact for our clients and visitors, providing exceptional customer service while managing front desk operations. This role requires strong organizational skills and the ability to multitask effectively in a fast-paced environment
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.
- Assist with ordering lunch for internal events and client meetings.
- 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
Katie Wagner, PHR, SHRM-CP
Director of Human Resources
kwagner@saiber.com
(973) 622-3333
SAIBER LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
