Office Services Coordinator

Dykema Gossett PLLC, a leading national law firm, is recruiting for various Office Services Coordinator (OSC) positions throughout the firm, including the following locations in Michigan, Texas and Illinois: Detroit, Bloomfield Hills, Ann Arbor, Lansing (Michigan); Dallas and San Antonio (Texas); and Chicago (Illinois). Start date in early May 2024.

Under the supervision of the Office Administrator, the OSC is responsible for providing administrative operations support to meet the daily needs of the office location. The OSC works closely with the Office Services team to identify, respond to, and anticipate administrative operation needs and process optimization opportunities. The OSC positions are assigned to either support the conference center and perform hospitality duties, or the copy center/mail room. Depending on office size, some Dykema locations will require both conference center and copy center duties. Duties can vary widely from day to day, and office needs may vary depending on office location.

The OSC ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.

Conference Center Duties:

• Execute conference and meeting room management activities (scheduling, supplies, set-up, breakdown, organization, etc.); assisting with basic food and beverage tasks.
• Manage conference room reservations, including reserving meeting space and using booking software, noting details such as technology needs, A/V, catering, supplies and other support needs.
• Coordinate tasks with other departments to ensure office support needs are met.

Copy Center Duties:

• Sort and deliver incoming mail; package and process outgoing mail.
• Copy, file, fax, scan, print, and assemble documents.
• Complete office supply ordering and stocking.
• Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.

May perform any of the following functions at the direction of the Office Administrator:

• Provide reception overflow coverage such as answering telephones, transferring calls, taking messages and greeting visitors.
• Move boxes, supplies or furniture.
• Assist with set-up/clean-up and arrangements for after hour firm events.
• Deliver and pick up documents and items to/from courts.
• Other duties as assigned.

Qualifications:

• High school diploma or equivalent educational certificate required.
• Minimum of 1+ year(s) experience required in hospitality or office services environment; 3+ year(s) preferred in a related field; prior law firm or professional services experience is a plus.
• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support.
• Positive attitude, strong verbal and written communication skills, and excellent customer service skills required.
• Ability to be flexible, work flexible and/or overtime hours when required, and respond quickly and calmly to urgent situations.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office equipment (e.g., computer, high-speed copier, scanner, fax machine).
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.
• Occasionally working overtime; evening or weekend hours may be required.
• Ability to perform physical tasks including lifting supplies and equipment, lifting up to twenty-five pounds, and performing other office services duties as assigned.

Additional Information:

• Positions require in-office work, Monday – Friday (remote work is not available for this role).
• Please indicate your Dykema office of interest under screening questions on your application.