Office Services Coordinator

We are Gottlieb & Greenspan — a growing boutique law firm in Bergen County with a collaborative team and a workplace grounded in our core values: we are
ethical, respectful of all people, accountable, positive and fun, driven,and
committed to excellence
.

The Office Services Coordinator is responsible for ensuring the smooth day-to-day operation of the office and serves as a key operational partner to the Human Resources team. This role helps maintain a professional, efficient, and welcoming work environment while providing administrative, facilities, and HR support. The Office Services Coordinator also plays a critical role in supporting office growth initiatives, relocations, and other special projects.

• Oversee daily office operations to ensure an organized, efficient, and professional workplace.
• Manage facilities-related needs, including kitchen upkeep and replenishment of office and breakroom supplies.
• Track inventory levels and coordinate the ordering of office supplies, equipment, and related resources.
• Coordinate with vendors and service providers for HVAC, plumbing, cleaning, building maintenance, and contractor services.
• Serve as the primary point of contact for routine facility issues and office-related requests.
• Maintain shared work spaces, conference rooms, and common areas to ensure cleanliness and functionality.

• Manage office access, including assigning, updating, and maintaining door codes and building access credentials.
• Support office safety and security procedures and assist with related compliance initiatives.

• Answer incoming phone calls and emails, directing inquiries to the appropriate departments or personnel.
• Welcome visitors, clients, vendors, and guests, ensuring a professional and positive first impression of the organization.
• Coordinate visitor access and meeting room arrangements as needed.

• Provide administrative and clerical support across departments, including scheduling, calendar management, mail distribution, and document coordination.
• Assist with office equipment coordination, troubleshooting, and maintenance requests.
• Support leadership and key personnel with meeting coordination, travel arrangements, and appointment scheduling, as needed.

• Assist the HR team with administrative tasks, including personnel file management, recordkeeping, and document preparation.
• Support timesheet review, HRIS data entry, onboarding logistics, and other routine HR administrative functions.
• Provide direct operational and administrative support to the HR Manager and broader HR team.

• Support cross-functional projects and organizational initiatives, including office relocations, space planning, and workplace enhancements.
• Coordinate vendors, maintain project timelines, and facilitate communication among stakeholders to ensure successful project execution.
• Assist with special assignments and process improvement initiatives as needed.

• Associate degree or equivalent required;
  Bachelor's degree preferred.
• 2-4 years of experience in an administrative, office coordination, or office operations role within a professional or corporate environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Experience with facilities coordination preferred.
• Project coordination or project management experience is a plus.
• Highly organized with strong attention to detail.
• Proactive and able to anticipate business and operational needs.
• Demonstrates sound judgment and confidence in…