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Position Summary
The Office Services Intake Coordinator is a key member of the Office Services team, responsible for managing and coordinating daily service requests while providing professional support to attorneys and business professionals throughout the firm. This position serves as a primary point of contact for Office Services requests, including answering phones, receiving and coordinating work requests, entering billing information, monitoring workflow, and communicating status updates to internal clients. The coordinator also provides hands-on support to the copy center and mailroom during periods of high volume or as business needs require. The ideal candidate is organized, detail-oriented, responsive, professional, and comfortable working in a fast-paced environment where priorities may shift throughout the day.
Shifts Available:
- 8:00 am to 4:00 pm, Monday through Friday
- 2:00 pm to 10:00 pm, Monday through Friday
Essential Duties and Responsibilities
Typical responsibilities include, but are not limited to, the following:
- Serve as a primary point of contact for incoming Office Services requests.
- Answer and respond to internal telephone calls, emails, and service requests in a professional and timely manner.
- Receive, review, clarify, and accurately enter work requests into the appropriate workflow system, including deadlines, quantities, delivery instructions, and billing information.
- Monitor outstanding requests, prioritize work based on urgency and workflow demands, and communicate status updates or delays as appropriate.
- Coordinate requests among intake, copy center, mailroom, and other Office Services functions, escalating issues or unusual requests when necessary.
- Maintain accurate records of billable work and related service information, ensuring entries are complete, accurate, and handled with appropriate confidentiality.
- Provide backup support for copy, print, scan, and document production requests, including document finishing such as binding, cutting, collating, and labeling.
- Assist with high-volume copy and print projects during peak periods and perform quality-control checks to ensure work is complete and accurate.
- Monitor equipment and production supplies, including paper, toner, and related materials.
- Assist with processing, sorting, and distributing incoming mail and packages, as well as internal deliveries, shipping documentation, and other mailroom-related tasks as needed.
- Coordinate weekly lunches, maintain work areas clean and organized.
- Set realistic expectations regarding completion times and maintain a positive, professional demeanor while handling competing priorities.
Qualifications/Position Requirements
- Ability to manage a varied workload, prioritize effectively, and meet deadlines.
- Punctual, dependable, and responsive.
- Strong customer service, interpersonal, written, verbal, and telephone communication skills.
- Proficient in Outlook and other required office applications.
- Ability to work collaboratively with attorneys, legal assistants, business support staff, and Office Services team members.
- Flexibility to adjust priorities and assist across multiple Office Services functions as business needs require.
- Ability to handle firm and client information with confidentiality and discretion.
- Professional demeanor and sound judgment in a fast-paced service environment.
Education and/or Experience
- High School diploma or equivalent preferred
- Prior experience in customer service, office services, financial services firm, professional services organization, or other corporate environment is a plus.
Compensation
The expected base salary for this position ranges from $60,000-$70,000.
