Office Services Coordinator

Davis-Wright-Tremaine-LL; Bellevue (WA); On-site; USD 91,091,044 - 95,503,497; Full time

Benefits offered by this job

Health insurance

Wellness benefits

Pet insurance

Milk Stork services

Wellness apps

Employee assistance program

Job summary

Davis Wright Tremaine LLP is seeking an Office Services Coordinator for our Bellevue office. This temporary seven-month role supports mail, shipments, and office operations to help attorneys and staff stay productive.

The position requires five days in the office, with potential conversion to full-time for the right candidate. A GED/high school diploma is required and strong English communication is essential.

Qualifications

• 2+ years related work experience in office support, customer service, and mailroom environment.
• Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones.
• Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail.
• Able to work effectively in a team-oriented, service environment.
• Able to manage multiple tasks simultaneously and work under deadline pressures with minimal supervision.
• Able to read and write English proficiently; valid driver’s license required.
• May be required to change work shift temporarily to accommodate special coverage needs.
• Able to lift up to 40 lbs. and be on feet most of the day.

Responsibilities

• Sort and distribute mail; scan and route mail electronically per guidelines.
• Process outbound mail and vendor/courier packages; track shipments.
• Meter mail and packages; process USPS materials at off-site location.
• Monitor team mailbox and answer emails in a timely manner.
• Assist with collection of payments for personal shipments and document billing numbers.
• Maintain and update mail routing system and reference lists; manage daily out list.
• Support office projects and moves; assist with distributing client materials.
• Serve as central information hub for clients and visitors.

Skills

Office support

Customer service

Mailroom duties

Education

GED/High School Diploma

Advanced education preferred

Tools

Microsoft Office

Fax machines

Copiers

Scanners

Phones

Job description

Davis Wright Tremaine LLP is looking for an Office Services Coordinator to join our team in our Bellevue office.

This is a temporary position lasting seven months, with potential to convert to a full-time opportunity for the right candidate.

This is an essential position that will require five days in-office. This position is responsible for a variety of office support functions; such as, processing and delivering incoming USPS and interoffice mail and vendor/ courier packages, processing outbound USPS mail and vendor/courier packages, performing various downtown and driving messenger duties, and providing assistance to the attorneys and legal staff, and to the firm-wide administrative teams as needed.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

• Sort and distribute incoming and interoffice mail; includes inbound express and courier materials. This support function includes scanning and routing mail electronically to specific Firm contacts per established guidelines
• Assist in processing outbound mail and vendor/courier packages, ensuring all packages are tracked.This support includes facilitating large shipments for both the legal and administrative teams and can include extracting addresses and contact information from spreadsheets
• Meter mail and packages for delivery to post office; includes processing USPS materials at the off-site location
• Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner
• Assist with the collection of payments for personal shipments from attorneys and staff when using USPS system and/or other courier sources; including documenting client billing numbers for accounting
• Assist with updating the mail and package routing system and other reference lists in a routine manner; includes processing the daily "out" list to keep current with the attorney and staff pairings that relate to the mail/packing receipt activity
• Participate in team and other special projects as assigned; includes support with moving boxes and light inter-office moves, working closely with the practice group legal assistants and administration to support routine and special mailings, scanning and delivering client materials to the legal team, serve as main contact for vendor support per Operations Manager’s directive, etc.
• Assist with the general appearance of the support services department; includes ordering and stocking of supplies, organizing workflow product, and cleaning the support services area in a routine manner
• Assist with preparation support of offices and workstations for new attorney and staff hires and/or for interoffice moves; includes box delivery and assistance with moving employee's work content and/or personal items to new space
• Serve as an in-house messenger; performing responsibilities by using the company vehicle, public transportation and/or by walking and able to execute accurate completion to support the smooth operation of our team
• Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed
• Participate in routine check-in meetings with the Operations Manager to discuss services, projects, progress towards completion, goals and needs
• Maintain a punctual schedule and regular attendance
• Other administrative responsibilities as requested
• Act as central information hub and representative of the office management team with regard to clients and visitors to the office
• Serve as liaison and secondary point of contact for building management and office vendors
• Coordinate with Office Manager to maintain and assist with planning and execution of office projects and programs, client and community service events, office special events, client meetings and professional development initiatives
• Assist with other special projects, tasks, and/or support as assigned
• Monitor Inventory Levels: Regularly assess and track stock levels of office supplies and lunchroom inventory—such as paper, pens, toner, and other essential materials to ensure the team has the resources needed to operate effectively and without interruption.
• Procure Supplies: Identify when supplies need replenishment, research vendors, and place orders in accordance with firm purchasing policies and budgets. Negotiate pricing or source alternative suppliers if required.
• Organize Supplies: Ensure office supply areas, storage rooms, and workstations are well-organized, accessible, and clutter-free

Join us if you have:

• 2+ years related work experience in office support, customer service, and copy or mailroom environment
• Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones
• Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills
• Able to work effectively in a team-oriented, service environment
• Able to learn, prioritize, and manage multiple tasks and projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs
• Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate
• Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format
• Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance
• Able to lift 40 lbs., be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart) is required
• GED/High School Diploma required; advanced education preferred
• Able to read and write English proficiently
• Valid driver's license required; includes proof of insurance to operate company vehicle
• Able to work extended hours or periodically change hours if needed
• May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

Additional benefits include:

• First Stop Health Telemedicine: Speak with a licensed physician or mental health counselor 24/7, consultations covered by the firm
• TELUS Health Employee Assistance Program: Receive support with mental, financial, physical, and emotional wellbeing
• Voluntary Pet Insurance
• Milk Stork: Virtual lactation consulting, breast milk shipping and nutritional testing covered by the firm
• Wellness Benefits:
• Peloton App
• Headspace App

Washington State

The hourly range for this position in Washington is $31.79 to $33.33. Actual pay will be adjusted based on the candidate’s education, training, experience and other job-related factors permitted by law. Paid sick leave is accrued on a biweekly basis at a rate of 1 hour per 30 hours worked. Temporary employees working at least 30 hours per week may be eligible for health insurance with an optional HSA, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, Healthcare and Dependent Care Flexible Spending Accounts, sick time, and an employee assistance program.

Davis Wright Tremaine LLP fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm’s commitment to DEI here: www.dwt.com/dei.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [e-mail].

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