Office Services Coordinator

K&L Gates LLP; Seattle (WA); On-site; USD 50,000 - 76,000; Full time

Benefits offered by this job

Medical/Prescription Drug Coverage

Backup Child/Elder Care

Wellness Program

Vision Insurance

401(k) Retirement Plan

Job summary

K&L Gates LLP incorporated is seeking an Office Services Coordinator for our Seattle office. The role is onsite five days a week from 8:30am to 5:00pm and covers mail, inventory, couriers, and broader office services.

You will work closely with the Office Services Manager and legal staff to ensure smooth operations. The ideal candidate has 2–3 years of administrative experience, strong communication and customer service skills, and proficiency with Microsoft Office.

Qualifications

• 2-3 years administrative experience with strong communication and customer service skills.
• High School Diploma or equivalent.
• Experience in a client service-oriented field preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Ability to lift/move up to 40 lbs and assist with file/material handling.

Responsibilities

• Oversee the daily allocation of tasks within the department.
• Manage incoming/outgoing mail, parcels, couriers, and related services.
• Track client and non-billable charges; maintain logs and entries.
• Coordinate office moves and relocations, including furniture and boxes.
• Support imaging center workflow and related duties.
• Handle conference room setups and break-downs; assist with office supplies.

Skills

Administrative experience

Customer service

Communication

Microsoft Office

Teamwork

Education

High School Diploma or equivalent

Tools

Photocopier

Fax machines

Binding equipment

Outlook

Word

Excel

Job description

Office Services Coordinator

Administration and Operations All Practice Areas Seattle, WA

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

The global law firm of K&L Gates is seeking an Office Services Coordinator to join the Seattle office. This role is onsite 5 days a week, with a schedule of 8:30am-5:00pm.

The Office Services Coordinator is responsible for providing a wide range of office services functions. This role may oversee the daily allocation of tasks within the department, which may include some or all of the following: the daily operation of the incoming and outgoing mail services and delivery, office supplies and inventory, faxes, copy center, courier services, event set up/tear down, and office relocations. This role will also complete other office support functions as directed, which may vary by site and can include general administrative functions as well as reception functions.

KEY RELATIONSHIPS

Office Services Manager, lawyers, administrative staff, legal support staff

ESSENTIAL DUTIES

• The Office Services Specialist must have an understanding and knowledge of the functions within the department as it may be necessary to fill-in for the areas that are short-staffed or have work overflow
• Follow established guidelines and procedures for receiving, documenting, organizing, and mailing out client packages (i.e., parcel deliveries, messenger services, etc.)
• Ensure accurate tracking, monitoring, and recording of all client and non-billable charges, logs, and entries daily
• Answering inquiries, loading/unloading parcels, delivery of parcels, copying, and faxing
• Sort and distribute incoming and outgoing mail, faxes, and couriers (including hand deliveries)
• Coordinate office moves and relocations, which can also include heavy of boxes and furniture
• Coordinate office furniture and equipment moves with other operating departments in the office
• Liaise with building management regarding issues with the temperature, lighting, trash removal, etc.
• Monitor inventory levels and purchasing inventory as required; track and maintain appropriate levels of office supplies for the office, and research new products and vendors
• Maintain supplies and inventory orders, including maintaining operational supply levels at all satellite copy stations
• Coordinate the workflow of the Imaging Center, including specific imaging duties as assigned

ADDITIONAL DUTIES

• Perform all other related duties as directed by immediate supervisor, which may include a variety of administrative, concierge, or office services functions
• Maintain copiers and fax machines and troubleshoot operational issues
• Prepare copier monthly output reports
• Conference room setups and breakdowns
• Calls to vendors of the fax machines, photocopiers, and cost recovery equipment when there are problems
• Assist with moving files to/from Central Records, workrooms, and private offices
• Create signs as requested
• Take photos for security badges for new employees

EXPERIENCE & SKILLS REQUIRED

• High School Diploma or equivalent
• 2-3 years administrative experience with strong communication and customer service skills
• Previous experience in a client service-oriented field preferred
• Willingness and ability to learn new skills
• Use of photocopier, fax machines, and binding equipment
• Working knowledge of Microsoft products pertaining to the specific position, including but not limited to Outlook, Word, Excel, etc.
• Attention to detail and excellent organizational skills
• Ability to function with a high level of patience, tact, and diplomacy in handling any complaint situations
• Able to work under pressure and manage competing deadlines
• Able to work well with others
• Strong initiative required
• Ability to work independently with minimal direct supervision

ADDITIONAL ABILITIES REQUIRED

• This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
• Ability to lift or move 40 lbs. or greater
• Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.
• Effective oral and written communication skills

Compensation

Salary $50,000 - $76,000/ year

The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

BENEFITS

• Medical/Prescription Drug Coverage (including a Health Savings Account feature)
• Back-up Child/Elder Care and access to a caregiving concierge
• Wellness Program
• Vision Insurance
• 401(k) Retirement Plan and Profit Sharing
• Business Travel Accident Insurance
• Short- and Long-term Disability Protection
• Pet Insurance
• Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
• Health Advocacy Services
• Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
• Identity Protection/Restoration and Fraud Insurance
• Parental Leave (18 weeks of which 12 are paid; short-term disability may provide additional paid time off)
• Student loan refinancing options and access to a student loan concierge service
• Paid Holidays (12)
• Addiction Resources
• Family Building Benefits
• Breast Milk Delivery and Lactation Support Services
• Flexible Spending Accounts
• Employees also may be eligible to receive bonuses and certain expense reimbursements
• Employee Assistance Program
• Professional Development and CLE Credit Opportunities
• 529 Deductions
• Relocation
• Employee Referral Program
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Perks including: Technology, Entertainment, and Travel Discount Programs
• All other benefits (such as leaves of absence) required by law

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact [e-mail] .

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

Please be advised that this position requires successful completion of a background check. In accordance with the Washington State Fair Chance Act, Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act, and applicable law qualified California and Washington State applicants with criminal history records will be considered. A criminal history will not categorically exclude a candidate from employment, and the Firm will consider relevant factors before making employment decisions based on criminal history information.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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