Intake Coordinator, Office Services

davispolk; New York (NY); On-site; USD 60,000 - 70,000; Full time

Job summary

Davis Polk & Wardwell LLP in New York seeks an Office Services Intake Coordinator to manage daily service requests, answer phones, enter billing information, and monitor workflow.

You will support the copy center and mailroom during peak periods, coordinate with teams, uphold confidentiality, and maintain accurate records while delivering professional client service. The role requires organization, reliability, and the ability to adapt in a fast-paced environment.

Qualifications

• High School diploma or equivalent preferred.
• Experience in customer service, office services, or professional services is a plus.
• Strong written and verbal communication skills and professional demeanor.

Responsibilities

• Serve as primary contact for Office Services requests.
• Enter billing information and manage workflow in the system.
• Coordinate with copy center, mailroom, and other functions; monitor status and deadlines.
• Maintain confidentiality and accurate records of billable work.

Skills

Customer service

Outlook proficiency

Time management

Communication skills

Education

High School diploma

Tools

Billing systems

Job description

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world's key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com .

Position Summary

The Office Services Intake Coordinator is a key member of the Office Services team, responsible for managing and coordinating daily service requests while providing professional support to attorneys and business professionals throughout the firm. This position serves as a primary point of contact for Office Services requests, including answering phones, receiving and coordinating work requests, entering billing information, monitoring workflow, and communicating status updates to internal clients. The coordinator also provides hands-on support to the copy center and mailroom during periods of high volume or as business needs require. The ideal candidate is organized, detail-oriented, responsive, professional, and comfortable working in a fast-paced environment where priorities may shift throughout the day.

Essential Duties and Responsibilities

• Serve as a primary point of contact for incoming Office Services requests.
• Answer and respond to internal telephone calls, emails, and service requests in a professional and timely manner.
• Receive, review, clarify, and accurately enter work requests into the appropriate workflow system, including deadlines, quantities, delivery instructions, and billing information.
• Monitor outstanding requests, prioritize work based on urgency and workflow demands, and communicate status updates or delays as appropriate.
• Coordinate requests among intake, copy center, mailroom, and other Office Services functions, escalating issues or unusual requests when necessary.
• Maintain accurate records of billable work and related service information, ensuring entries are complete, accurate, and handled with appropriate confidentiality.
• Provide backup support for copy, print, scan, and document production requests, including document finishing such as binding, cutting, collating, and labeling.
• Assist with high-volume copy and print projects during peak periods and perform quality-control checks to ensure work is complete and accurate.
• Monitor equipment and production supplies, including paper, toner, and related materials.
• Assist with processing, sorting, and distributing incoming mail and packages, as well as internal deliveries, shipping documentation, and other mailroom-related tasks as needed.
• Coordinate weekly lunches, maintain work areas clean and organized.
• Set realistic expectations regarding completion times and maintain a positive, professional demeanor while handling competing priorities.

Qualifications/Position Requirements

• Ability to manage a varied workload, prioritize effectively, and meet deadlines.
• Punctual, dependable, and responsive.
• Strong customer service, interpersonal, written, verbal, and telephone communication skills.
• Proficient in Outlook and other required office applications.
• Ability to work collaboratively with attorneys, legal assistants, business support staff, and Office Services team members.
• Flexibility to adjust priorities and assist across multiple Office Services functions as business needs require.
• Ability to handle firm and client information with confidentiality and discretion.
• Professional demeanor and sound judgment in a fast-paced service environment.

Education and/or Experience

• High School diploma or equivalent preferred
• Prior experience in customer service, office services, financial services firm, professional services organization, or other corporate environment is a plus.

Compensation

The expected base salary for this position ranges from $60,000-$70,000.