Regional Office Services Coordinator

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning work forces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers “Best Law Firms”.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.

Key Responsibilities
1. Virtual Reception & Client Service (Multi-Office Support)
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
2. Mail & Courier Services 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
3. Conference Services & Hospitality Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness

Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness
4. Supplies & Inventory Management 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
5. Copy/Print & Reprographics Provide copying, printing, scanning, and document services, including Bates stamping and quality control

Ensure copiers and printers are fully stocked, functional, and service-ready
6. Records Management Support digital and physical records management, including scanning, filing, and document organization

Assist with document uploads into document management systems
7. Conference Rooms & Guest Offices Conduct daily inspections to ensure rooms are clean, stocked, and fully functional

Set up guest offices and return equipment after use
8. Office Equipment & Distribution Maintain printers, copiers, and office equipment, including replenishing paper and toner

Distribute office supplies and paper inventory throughout the office
9. IT & Technology Coordination 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
10. Vendor, Facilities & Administrative Coordination 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

Essential Functions 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…