Office Services Coordinator

Fox Rothschild; Miami (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Fox Rothschild LLP is seeking an Office Services Coordinator to deliver high-quality office services support in a professional environment in Miami, FL. You will maintain confidentiality, ensure accuracy, and support attorneys and staff in a fast-paced firm setting.

You will oversee mailroom operations, train staff, manage copy/scan duties, stock supplies, set up conference rooms, assist IS with conferencing tech, and provide front desk backup when needed.

Qualifications

• Verbal proficiency in Spanish to support communication with Spanish-speaking clients, vendors, and stakeholders strongly preferred.
• Must have strong ability to communicate effectively, tactfully, and professionally with clients, attorneys, and staff.
• Routinely able to lift up to 50 pounds of office related equipment, supplies and incoming and outgoing parcels.
• Knowledge and experience using office equipment, including copiers, scanners, fax machines and other related equipment.
• Must be extremely customer service oriented.
• Possess general computer ability using MS Office.
• Exceptional organizational skills, initiative, and judgment.
• Ability to adhere to strict deadlines and manage conflicting priorities.
• Strong ability to multi-task efficiently and effectively.
• Ability to perform tasks with a high degree of accuracy and attention to detail.

Responsibilities

• Oversees mailroom services, including sorting, distributing, collecting, and metering of mail and parcels on an accurate and timely basis.
• Train new employees on the processes and procedures of the office services department.
• Produce accurate copying/printing, faxing, and scanning in accordance with verbal and written instructions and Firm policies and procedures.
• Responsible for the organization and upkeep of copy rooms. Stock general supplies; deliver paper; provide daily maintenance of the copier area.
• Proactively set up and clean conference rooms and ensure supplies are stocked and ready.
• Assist with on-site IT support by installing video and audio-conferencing equipment.
• Maintain inventory levels of related supplies and organize kitchen supplies.
• Keep shared spaces clean and organized; perform incidental cleaning and dusting.
• Provide front desk back-up coverage and greet visitors; answer calls and provide information.
• Assist with general clerical support as requested.

Skills

Spanish language

Communication skills

Customer service

Organization

Attention to detail

Multitasking

MS Office

Education

High School Diploma

Tools

Copiers

Scanners

Fax machines

Job description

As a member of the Office Services team, the Office Services Coordinator provides high-quality office services related support. Maintains positive working relationships with clients, attorneys, and support staff. Adheres to strict confidentiality, timeliness, and accuracy of all related work.

ESSENTIAL FUNCTIONS:

• Oversees mailroom services, including sorting, distributing, collecting, and metering of mail and parcels on an accurate and timely basis.
• Train new employees on the processes and procedures of the office services department.
• Produce accurate copying/printing, faxing, and scanning in accordance with verbal and written instructions and Firm policies and procedures.
• Responsible for the organization and upkeep of copy rooms. Stock general supplies; deliver paper; provide daily maintenance of the copier area.
• On a proactive basis, responsible for appropriate set-up and cleaning of conference rooms. Inspect and ensure that all rooms are stocked with appropriate supplies and continuously ready for use. Assist with the delivery and set-up of catering for meetings.
• Work with the Office Administrator to provide on-site assistance to the Information Services team, including installing video and audio-conferencing equipment.
• Maintain appropriate inventory levels of all related supplies. Organize and distribute kitchen supplies.
• Maintain organization and cleanliness of shared office spaces, such as copy rooms, file rooms and kitchen areas. Perform incidental cleaning, dusting, and other related tasks.
• Provide front desk back-up coverage for the receptionist. Front desk responsibilities include facilitating incoming calls, as well as greeting, assisting, and providing general information to visitors.
• Assist with general clerical support, as requested.

ADDITIONAL FUNCTIONS:

• Other duties, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Education:

• High School Diploma or equivalent combination of education and/or work experience.

Experience:

• Prior law firm or professional services firm related experience preferred but not required.

Knowledge, Skills, & Abilities:

• Verbal proficiency in Spanish to support communication with Spanish-speaking clients, vendors, and stakeholders strongly preferred.
• Must have strong ability to communicate effectively, tactfully, and professionally with clients, attorneys, and staff.
• Routinely able to lift up to 50 pounds of office related equipment, supplies and incoming and outgoing parcels.
• Knowledge and experience using office equipment, including copiers, scanners, fax machines and other related equipment.
• Must be extremely customer service oriented.
• Possess general computer ability using MS Office.
• Exceptional organizational skills, initiative, and judgment.
• Ability to adhere to strict deadlines and manage conflicting priorities.
• Strong ability to multi-task efficiently and effectively.
• Ability to perform tasks with a high degree of accuracy and attention to detail.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future. The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail] .

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.