Office Services Coordinator

Skadden, Arps...LLP; Palo Alto (CA); On-site; USD 75,000 - 85,000; Full time

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP's Palo Alto office is seeking an Office Services Coordinator to oversee facilities, maintenance, and guest services onsite. You will coordinate requests from attorneys, paralegals, clients, and staff, manage access, budgets, and vendor relationships, and assist with training and staff scheduling in a fast-paced environment.

The role emphasizes attention to detail, professionalism, confidentiality, and the ability to work independently or as part of a team

Qualifications

• High School diploma or equivalent.
• Three years’ related experience in a law firm or professional services environment.
• Proficiency with Outlook, Excel and PowerPoint.
• Ability to learn new software and operating systems.
• Strong communication and organizational skills.
• Ability to handle multiple projects and priorities.

Responsibilities

• Coordinate office services and facilities for the Palo Alto office.
• Assist with training new hires and oversee staff workflow.
• Manage vendor relations and budgets for assigned areas.
• Support after-hours requests and scheduling.
• Ensure security and access control processes.

Skills

Project coordination

Effective communication

Teamwork

Detail oriented

Customer service

Education

High School diploma or equivalent

Tools

Print Conductor

EMS Software

FM: Interact

BMS

GATS

Canon Printers

Adobe Acrobat

Power PDF

Outlook

Excel

PowerPoint

Job description

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm. About Us Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

The Opportunity

We are seeking an Office Services Coordinator to join our Firm. This position will be based in our Palo Alto office (onsite). The Office Services Coordinator monitors and oversees proper coordination of maintenance and office services operations throughout the Palo Alto office. Responsible for office maintenance, new employee preparation, hospitality services for Firm functions and any other miscellaneous requests and flex services provided under the Office Services umbrella. Coordinates and assists staff in providing support for requests from paralegals, attorneys, clients, and all other office support staff. Monitors operations within facilities, reprographics and/or conference services. Contacts building management regarding maintenance requests including, but not limited to, lighting issues, cleaning services, various mechanical problems, access to freight elevators for deliveries. Temperature adjustments in BMS. Observes and addresses any housekeeping and maintenance issues. Assists with managing access cards for vendors, clients, and personnel. Manages budget for assigned areas (facilities related items). Communicates with firm vendors for services, including but not limited to, adhering to firm vendor process requirements, obtaining required approvals, obtaining invoices and Certificates of Insurance (COIs) from vendors and coordinating payment in partnership with accounts payable, processing returns, as needed, and maintaining relevant vendor files. Conducts inspections of conference rooms and/or printers and scanners to ensure all equipment and furniture are in place and equipment is functioning properly. Coordinates daily activities of department assistants, with emphasis on facilities functions. Assigns Office Services Specialists and Office Services Assistants facilities workflow, coordinate FM: Interact requests, and for all facilities workflows. Assists in training new hires, including best practices training, and maintains training for Office Services Assistants when procedures are updated or changed. Monitors emails and responds to incoming requests. Assists Office Services Manager in responding to after-hours requests and scheduling. Ensures appropriate coverage for Facilities. Assists with conference room, event, and catering setups and cleanups. Coordinates and ensures mail rounds, check in packages, and delivered packages are completed. Assists in the completion of general administrative tasks as assigned. Assists and monitors new employee arrivals (e.g. new office set-up, Evacuation Procedures, photo for ID's, Office Services tour, additions to distribution list and floor maps, etc.) and internal moves as needed. Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others. Oversee employees’ work performance and provides guidance to the Office Services Manager of work related issues and assists in the resolution of problems. Manages Firm resources responsibly. Regular and reliable physical presence to work as part of a team Complies with and understands Firm operation, policies, and procedures. Performs other related duties as assigned.

Qualifications

• Working knowledge of the following imaging/data processing applications: Print Conductor, EMS Software, FM: Interact, BMS, GATS, Canon Printers, Adobe Acrobat and Power PDF
• Knowledge of hardware in Reprographics’ center, including Multi-function Devices, Scanners and troubleshooting skills
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Ability to handle multiple projects and shifting priorities
• Ability to communication effectively both verbally and in writing
• Ability to organize and prioritize work
• Ability to handle sensitive matters and maintain confidentiality
• Ability to work independently as well as effectively within a team
• Ability to work well in a demanding and fast-paced environment
• Demonstrates effective interpersonal communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Demonstrates high level of professionalism
• Demonstrates ability to interact with attorneys and clients at all levels
• Ability to sit and stand for long periods of time
• Ability to perform moderate physical effort, including stooping, reaching, bending, and rotating
• Ability to lift up to 50 lbs.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education and Experience

High School diploma or equivalent Three years’ related experience in a law firm or professional services environment

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life. Competitive salaries and year-end discretionary bonuses. Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits. Generous paid time off. Paid leave options, including parental. In-classroom, remote, and on-demand learning and professional development opportunities. Robust well-being classes and programs. Opportunities to give back and make an impact in local communities. For further details, please visit: https://www.skadden.com/careers/staff/employee-benefits

Salary Details

$75,000 - $85,000

E E O Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking. Applicants who require an accommodation during the application process should contact Alex Taylor at [phone]. Skadden Equal Employment Opportunity Policy Applicants Have Rights Under Federal Employment Law Applicants Have Rights Under Federal Employment Law In accordance with the Transparency in Coverage Rule, click here to review machine-readable files made available by UnitedHealthcare: Transparency in Coverage Applicants Have Rights Under California Law Applicants Have Rights Under California Law Skadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers. Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking. Applicants who require an accommodation during the application process should contact Alex Taylor at [phone]. Skadden Equal Employment Opportunity Policy Applicants Have Rights Under Federal Employment Law click here to review machine-readable files made available by UnitedHealthcare: Transparency in Coverage