Regional Office Services Coordinator

Virtual Reception & Office Services Coordinator Position Summary

The Regional Office Services Coordinator serves as a centralized virtual receptionist for multiple offices, providing high-quality phone coverage and acting as the first point of contact for inbound calls. This hybrid role combines multi-line call routing with remote administrative and office services support, contributing to a consistent and professional client and attorney experience across multiple locations.

• Serve as the primary virtual receptionist for assigned region, answering and managing a high volume of incoming calls
• Professionally screen, route, and prioritize calls to appropriate attorneys and staff across offices
• Maintain a consistent, professional, and welcoming tone representing all supported locations
• Greet in-office visitors and coordinate client arrivals where applicable

• Incoming Mail:
  Receive, sort, screen, open, date‑stamp, log, and distribute mail; follow protocols for handling sensitive materials such as checks and confidential documents
• Outgoing Mail:
  Process USPS, UPS, and Fed Ex shipments; ensure proper labeling and tracking
• Coordinate messenger/courier services, confirm pickup and delivery details, and track ETAs

• Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness
• Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness

• Monitor and maintain office supply levels through weekly and monthly ordering cycles
• Process rush orders as needed and coordinate with vendors
• Manage inventory of marketing materials and attorney business cards

• Provide copying, printing, scanning, and document services, including Bates stamping and quality control
• Ensure copiers and printers are fully stocked, functional, and service‑ready

• Support digital and physical records management, including scanning, filing, and document organization
• Assist with document uploads into document management systems

• Conduct daily inspections to ensure rooms are clean, stocked, and fully functional
• Set up guest offices and return equipment after use

• Maintain printers, copiers, and office equipment, including replenishing paper and toner
• Distribute office supplies and paper inventory throughout the office

• Coordinate new hire setups and technology onboarding
• Provide basic troubleshooting and AV support for meetings
• Serve as liaison with IT helpdesk and track equipment inventory

• Liaise with building management, security, and engineering teams (e.g., App Folio, Angus, Brivo)
• Coordinate vendor services and monitor service delivery
• Track invoices, receipts, and expenses using systems such as Concur
• Assist with administrative functions including data entry, check requests, and reimbursements

• Provide multi‑office phone coverage, ensuring all calls are answered promptly and routed accurately
• Welcome clients, vendors, and visitors in a professional manner and manage visitor logs
• Open the office daily and help maintain overall office readiness
• Coordinate conference room scheduling, setup, and support
• Manage incoming and outgoing mail and delivery logistics
• Arrange transportation and travel‑related services for attorneys or clients
• Process and monitor overnight shipments and delivery confirmations
• Support administrative requests, including document preparation, mailings, and data entry
• Maintain a clean, organized, and professional office environment
• Respond calmly and effectively in urgent or high‑pressure situations

• 1–3 years of experience in a receptionist, virtual receptionist, or office services role in a professional services or law firm environment
• Strong experience handling multi‑line phone systems and high‑volume call environments
• Excellent verbal and written communication…