Office Services Coordinator

Ogletree Deakins’ Immigration Practice Group; Stamford (CT); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player in labor and employment law is seeking an Office Coordinator for its Stamford office. This dynamic role involves overseeing the Office Services team, ensuring efficient operations in the Copy Center and Reception, and providing exceptional support to legal staff and clients. The ideal candidate will thrive in a fast-paced environment, demonstrating excellent organizational skills and a commitment to delivering top-notch customer service. If you're looking for a rewarding opportunity to contribute to a collaborative team and enhance the quality of legal services, this position is perfect for you.

Benefits

Paid Time Off

Paid Sick Leave

401(k) Matching Program

Profit Sharing

Paid Holidays

Paid Parental Leave

Health Insurance

Dental Coverage

Vision Coverage

Tuition Reimbursement

Qualifications

• 3+ years experience as an Office Coordinator/Assistant is required.
• Strong interpersonal and customer service skills are essential.
• Proficiency in Microsoft Office applications is necessary.

Responsibilities

• Coordinate duties of Office Services team members effectively.
• Assist with photocopying, scanning, and mail processing.
• Maintain office supplies and ensure a clean working environment.

Skills

Interpersonal Skills

Customer Service Skills

Communication Skills

Organizational Skills

Time Management

Basic Legal Terminology Knowledge

Typing Skills

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Multi-line Phone System

Fax Machine

Copier

Scanner

Job description

Position Summary

Our Stamford, CT office has the opportunity for an experienced Office Coordinator to join the Firm’s expanding practice on a full time or part-time basis. The Office Coordinator's primary responsibility is to perform, oversee and coordinate duties of Office Services team members, which includes Office Services, Copy Center and Reception personnel. On a day-to-day basis, the Office Services Coordinator generally works under the direction of the Office Administrator. This position supports the delivery of quality legal services to clients by providing Copy Center, Office Services and Hospitality assistance to attorneys, paralegals and secretaries, as well as clients, and by working collaboratively and cooperatively with others in a team-oriented environment. Additionally, the Office Services Coordinator is responsible for ensuring that the Copy Center/Mail Room is run efficiently by directing, controlling and prioritizing daily work flow, coordinating training and handling quality control of tasks.

Essential Functions

1. Assist with photocopying and scanning of documents as requested by secretaries, paralegals, attorneys and office administrator.
2. Process incoming and outgoing mail, FedEx, UPS, and messenger packages and distribute them desk to desk.
3. Coordinate and perform Shipping and Receiving activities.
4. Order office supplies and manage distribution.
5. Maintain supply inventory and perform maintenance checks on office equipment including copy and fax machines.
6. Coordinate office repairs and work orders with building management and/or vendors.
7. Facilitate vendor communications regarding Office Services/Copy Center ordering and maintenance.
8. Assist with office moves and light facilities maintenance.
9. Provide assistance with audio-visual equipment.
10. Respond to customer questions and follow up in a timely manner.
11. Provide excellent customer/client service to everyone.
12. Coordinate coverage of personnel for Copy Center and Reception for designated periods of time, including back up, break and lunch hour reception relief, as needed.
13. Coordinate daily mail and Federal Express pick up and drop off.
14. Assign duties and coordinate responses.
15. Coordinate timely set up and break down in all conference rooms for depositions, meetings, conferences and other business-related activities.
16. Stock refrigerator and pantry shelves as needed.
17. Clean refrigerator on a weekly basis.
18. Provide basic assistance with IT projects, i.e., uncrating and setting up computers and phones.
19. Ensure duties and responsibilities of Office Services Daily Check List are fulfilled.
20. Conduct daily office walk-thru to ensure all lights are working properly and identify any spot treatment/cleaning needed for carpeting and/or walls.
21. Ensure that the offices are clean, have the necessary office supplies, and provide all maps, directories, or any other amenities needed for our visitors.
22. Stock all supply rooms and copy rooms daily to ensure all needed supplies are readily available for our office personnel.
23. Stock all network printers and satellite copiers with paper to avoid need for any office personnel to stock the printers and copiers.
24. Deliver any printer jobs left by the printers or satellite copiers, and clean all surfaces in these areas to maintain a clean environment hourly.
25. Replace all toner cartridges for all office printers.
26. Order all supplies, and maintain clean supply room and copy/print stations.
27. Provide bathroom amenities on all floors.
28. Maintain postage and fax log sheets.
29. Enter Cost Recovery to BillBack (fax, copy, parking validations).
30. Maintain inventory and sign out log sheets for Litigation Bags and Hand Carts.

Requirements

1. 3+ years previous experience as an Office Coordinator/Assistant.
2. High school diploma.
3. Excellent interpersonal and customer/client service skills.
4. Excellent communication skills, written and verbal.
5. Knowledge of basic legal terminology.
6. Ability to read, respond timely/accurately to and organize a high volume of emails.
7. Ability to relay information promptly and accurately.
8. Ability to work on multiple tasks.
9. Good organizational skills including filing and calendaring.
10. Ability to keep work area organized and tidy.
11. Pleasant and clearly understandable phone voice.
12. Ability to sit at a desk for one or more hours at a time.
13. Ability to lift and carry up to 50 pounds.
14. Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, fax machine, presentation equipment, copier and scanner.
15. Proficient with Outlook, Excel, Word, PowerPoint.
16. Good typing speed with few errors.
17. Excellent proofreading skills.
18. Time management skills and ability to work independently as well as with a team.
19. Regular, predictable and punctual attendance.

Benefits

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account/Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Megan Becker at [e-mail] with "Office Services Coordinator - Stamford" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firm’s