Office Services Coordinator

Office Services Coordinator

Administration and Operations All Practice Areas Seattle, WA

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

The global law firm of K&L Gates is seeking an Office Services Coordinator to join the Seattle office. This role is onsite 5 days a week, with a schedule of 8:30am-5:00pm.

The Office Services Coordinator is responsible for providing a wide range of office services functions. This role may oversee the daily allocation of tasks within the department, which may include some or all of the following: the daily operation of the incoming and outgoing mail services and delivery, office supplies and inventory, faxes, copy center, courier services, event set up/tear down, and office relocations.

This role will also complete other office support functions as directed, which may vary by site and can include general administrative functions as well as reception functions.

KEY RELATIONSHIPS

Office Services Manager, lawyers, administrative staff, legal support staff

ESSENTIAL DUTIES

• The Office Services Specialist must have an understanding and knowledge of the functions within the department as it may be necessary to fill-in for the areas that are short-staffed or have work overflow
• Follow established guidelines and procedures for receiving, documenting, organizing, and mailing out client packages (i.e., parcel deliveries, messenger services, etc.)
• Ensure accurate tracking, monitoring, and recording of all client and non-billable charges, logs, and entries daily
• Answering inquiries, loading/unloading parcels, delivery of parcels, copying, and faxing
• Sort and distribute incoming and outgoing mail, faxes, and couriers (including hand deliveries)
• Coordinate office moves and relocations, which can also include heavy of boxes and furniture
• Coordinate office furniture and equipment moves with other operating departments in the office
• Liaise with building management regarding issues with the temperature, lighting, trash removal, etc.
• Monitor inventory levels and purchasing inventory as required; track and maintain appropriate levels of office supplies for the office, and research new products and vendors
• Maintain supplies and inventory orders, including maintaining operational supply levels at all satellite copy stations
• Coordinate the workflow of the Imaging Center, including specific imaging duties as assigned

ADDITIONAL DUTIES

• Perform all other related duties as directed by immediate supervisor, which may include a variety of administrative, concierge, or office services functions
• Maintain copiers and fax machines and troubleshoot operational issues
• Prepare copier monthly output reports
• Conference room setups and breakdowns
• Calls to vendors of the fax machines, photocopiers, and cost recovery equipment when there are problems
• Assist with moving files to/from Central Records, workrooms, and private offices
• Create signs as requested
• Take photos for security badges for new employees

EXPERIENCE & SKILLS REQUIRED

• High School Diploma or equivalent
• 2-3 years administrative experience with strong communication and customer service skills
• Previous experience in a client service-oriented field preferred
• Willingness and ability to learn new skills
• Use of photocopier, fax machines, and binding equipment
• Working knowledge of Microsoft products pertaining to the specific position, including but not limited to Outlook, Word, Excel, etc.
• Attention to detail and excellent organizational skills
• Ability to function with a high level of patience, tact, and diplomacy in handling any complaint situations
• Able to work…