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Office Services Coordinator
Position Summary
The Regional Office Services Coordinator serves as a centralized virtual receptionist for multiple offices, providing high-quality phone coverage and acting as the first point of contact for inbound calls. This hybrid role combines multi-line call routing with remote administrative and office services support, contributing to a consistent and professional client and attorney experience across multiple locations.
Key Responsibilities
1. Virtual Reception & Client Service (Multi-Office Support)
• Serve as the primary virtual receptionist for assigned region, answering and managing a high volume of incoming calls
• Professionally screen, route, and prioritize calls to appropriate attorneys and staff across offices
• Maintain a consistent, professional, and welcoming tone representing all supported locations
• Greet in-office visitors and coordinate client arrivals where applicable
2. Mail & Courier Services
• Incoming Mail: Receive, sort, screen, open, date-stamp, log, and distribute mail; follow protocols for handling sensitive materials such as checks and confidential documents
• Outgoing Mail: Process USPS, UPS, and FedEx shipments; ensure proper labeling and tracking
• Coordinate messenger/courier services, confirm pickup and delivery details, and track ETAs
3. Conference Services & Hospitality
• Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness
• Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness
4. Supplies & Inventory Management
• Monitor and maintain office supply levels through weekly and monthly ordering cycles
• Process rush orders as needed and coordinate with vendors
• Manage inventory of marketing materials and attorney business cards
5. Copy/Print & Reprographics
• Provide copying, printing, scanning, and document services, including Bates stamping and quality control
• Ensure copiers and printers are fully stocked, functional, and service-ready
6. Records Management
• Support digital and physical records management, including scanning, filing, and document organization
• Assist with document uploads into document management systems
7. Conference Rooms & Guest Offices
• Conduct daily inspections to ensure rooms are clean, stocked, and fully functional
• Set up guest offices and return equipment after use
8. Office Equipment & Distribution
• Maintain printers, copiers, and office equipment, including replenishing paper and toner
• Distribute office supplies and paper inventory throughout the office
9. IT & Technology Coordination
• Coordinate new hire setups and technology onboarding
• Provide basic troubleshooting and AV support for meetings
• Serve as liaison with IT helpdesk and track equipment inventory
10. Vendor, Facilities & Administrative Coordination
• Liaise with building management, security, and engineering teams (e.g., AppFolio, Angus, Brivo)
• Coordinate vendor services and monitor service delivery
• Track invoices, receipts, and expenses using systems such as Concur
• Assist with administrative functions including data entry, check requests, and reimbursements
Essential Functions
• Provide multi-office phone coverage, ensuring all calls are answered promptly and routed accurately
• Welcome clients, vendors, and visitors in a professional manner and manage visitor logs
• Open the office daily and help maintain overall office readiness
• Coordinate conference room scheduling, setup, and support
• Manage incoming and outgoing mail and delivery logistics
• Arrange transportation and travel-related services for attorneys or clients
• Process and monitor overnight shipments and delivery confirmations
• Support administrative requests, including document preparation, mailings, and data entry
• Maintain a clean, organized, and professional office environment
• Respond calmly and effectively in urgent or high-pressure situations
Qualifications / Skills Required
• 1-3 years of experience in a receptionist, virtual receptionist, or office services role in a professional services or law firm environment
• Strong experience handling multi-line phone systems and high-volume call environments
• Excellent verbal and written communication skills with a polished, client-facing demeanor
• Ability to multitask across virtual and on-site responsibilities and prioritize effectively
• High attention to detail with strong organizational and follow-up skills
• Ability to work independently with minimal supervision
• Professional, reliable, punctual, and service-oriented with a "can-do" attitude
• Strong interpersonal skills and ability to collaborate across offices and teams
• Proficiency in Microsoft Outlook, Word, and basic Excel
Educational Requirements
• High School Diploma or equivalent required
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.