Office Services Coordinator

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”.

Job Summary (basic description)

The office coordinator is an integral part of the Jackson Lewis office and provides various levels of support, from routine hospitality and facilities tasks to production of legal documents. Tasks vary from managing office processes and areas, the processing of vendor invoices, ordering supplies and preparation of monthly Concur reports. Further they partner with numerous departments to ensure smooth operation of the office.

THIS IS A FULL-TIME IN OFFICE ROLE (not remote nor hybrid).

Essential Functions (not in order of importance nor frequency):

• Perform routine facilities and hospitality tasks, including the following:
  • Manage inventory (office and kitchen supplies) and IT equipment (in coordination with Office Administrator).
  • Serve in concierge capacity by preparing conference rooms for meetings (set up and clean up), maintain office equipment, schedule service calls, and liaise with building management.
• Under supervision, engage in the support of legal support staff and attorneys including:
  • Serve as contact for firm internal departments for tasks related to billing, records/files, security/IT, and others.
  • Provide support with opening new matters and related documentation, creating from templates/proofreading documents (correspondence, pleadings, legal forms, presentations), and downloading/uploading documents to the document management system.
  • Assist with time entry, as requested.
  • Assist with scheduling rooms and vendors for depos, mediations, client meetings, etc, as requested.
  • Demonstrate desire to grow and ability to learn various entry level legal support functions as requested.
• Assist legal team members by submitting daily and monthly office expenses including invoices from vendors and attorney expenses.
• Assist with all aspects of legal document reproduction and processing: copying, scanning, date stamping, document binding, and sending via USPS/FedEx/UPS/courier.
• Provide other administrative assistance as appropriate.

Qualifications/Skills Required

• One to four years of experience in professional services environment.
• Demonstrated customer service skills including professionalism and pleasant demeanor.
• Ability to take initiative, be reliable, professional, team oriented, pay attention to detail and have the ability to multi-task.
• Good listening and observation skills to determine what is needed by the team and in support of our clients.
• Knowledge of office equipment including copy/scan/fax equipment and computers, Microsoft Office, Word and Outlook, along with basic typing skills, are required.  Excel and PowerPoint experience are a plus.
• Must be able to organize and move deliveries and boxes as needed.  (Position requires some lifting and moving of various office equipment.  Ability to retrieve and distribute files or boxes, written documents or office supplies weighing up to 25 pounds and ability to retrieve and replace objects to/from shelves.)
• Prior law firm experience is a plus.

Educational Requirements

• High School Diploma or equivalent required.  
• College degree or certification appreciated.

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.