Office Services Coordinator

Position Overview
Works with the Global Office Services Manager and other department leaders to oversee the day-to-day operations of the Office Services Responsible for ensuring the Office Services department operates smoothly, including proper distribution of the mail and proper handling of reprographics production requests; ensures adequate postage is available to the department, departmental procedures and regulations are being followed, and the staff is adequately trained.

Duties and Responsibilities
Primary

• Provides daily leadership to the local Office Services staff, including prioritizing workflow and monitoring work assignments.
• Assists the Global Office Services Manager and other department leaders in the training and development of employee skills for efficiency and advancement.
• Ensures the established processes and procedures are followed by all in the department, including utilizing work logs and properly completing job tickets.
• Follows appropriate procedures to maintain daily logs and reports for departmental record-keeping, client billing, and expense reporting.
• Reviews department procedures on an on-going basis and makes recommendations for improvements.
• Acts as liaison between vendors and clients to investigate and resolve customer issues and grievances.
• Communicates with outside vendors regarding scheduling shipments, postage rates, deliveries and supplies.
• Orders and maintains supply inventory and records expenditures for postage, equipment and various accounts.
• Maintains the U.S. Postal Service and courier service accounts such as UPS and Federal Express.
• Ensures all incoming mail is processed and distributed to recipients efficiently by keeping staff informed of all employee and vendor updates and changes.
• Makes certain all outgoing mail, courier packages and bulk shipments are processed correctly and mailed out timely.
• Administers and coordinates staff Paid Time Off and overtime in collaboration with the Global Office Services Manager and department leaders.
• Oversees production printers and copiers, including setting adjustments, managing job queues and troubleshooting basic issues; places service calls for equipment repair if necessary. Operates finishing equipment according to job ticket instructions.
• Completes quality assurance checks and confirms document quality before, during and after each production job.
• Learns new features, functionality, and software of copy, print, fax, scanning, and shipping equipment as changes occur to take advantage of new functionality for greater productivity and efficiency.
• Participates in and/or provides cross-training for multiple departmental roles and duties.
• Provides additional departmental coverage and support when needed (occasionally including overtime or weekends and after-hours support).

Secondary

• Works with the Conference Services department to assist with meeting or events as needed.
• Works with Facilities Department to coordinate inter-office moves of firm personnel and property, including physically moving items from one location to another as needed.
• Performs additional duties and responsibilities as assigned.

Working Conditions

• Occasional overtime, including weekends and after-hours support may be required.
• Ability to lift 50 pounds and stand for long periods of time.
• Job is subject to time pressures and constraints.

Minimum Qualification
Education:
• High school diploma or equivalent.
Experience:
• Three years' Office Services experience; one year supervisory experience preferred.
Special Knowledge:
• Knowledge and experience in the use of mail/postal equipment and digital reprographics equipment. Familiar with general supply, fax, mail, and reprographics procedures, including collating and binding. Familiar with court and government filing procedures.
Technical Skills:
• Experience with personal computers.
Attributes:
• Proven ability to direct and lead employees and peers. Ability to handle sensitive and/or confidential information and documents. Ability to make independent decisions. Strong attention to detail and organizational skills. Excellent customer service and communication skills. Ability to work in a fast-paced, team environment. Self-motivated with a positive attitude.
Qualifications:
• Basic proficiency in MS Office applications.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.