Office Services Coordinator

Administration and OperationsAll Practice AreasSeattle, WA

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking an Office Services Coordinator to join the Seattle office. Responsible for providing a wide range of office services functions. This role may oversee the daily allocation of tasks within the department, which may include some or all of the following:  the daily operation of the incoming and outgoing mail services and delivery, office supplies and inventory, faxes, copy center, courier services, event set up/tear down, and office relocations. This role will also complete other office support functions as directed, which may vary by site and can include general administrative functions as well as reception functions. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.

OFFICE SERVICES COORDINATOR - RECEIVING DESK

ESSENTIAL DUTIES
•The Office Services Coordinator - Receiving Desk must have an understanding and knowledge of the functions within the department as it may be necessary to fill-in for the areas that are short-staffed or have work overflow
•Follow established guidelines and procedures for receiving, documenting, organizing, and mailing out client packages (i.e., parcel deliveries, messenger services, etc.)
•Ensure accurate tracking, monitoring, and recording of all client and non-billable charges, logs, and entries daily
•Answering inquiries, loading/unloading parcels, delivery of parcels, copying, and faxing
•Sort and distribute incoming and outgoing mail, faxes, and couriers (including hand deliveries)
•Coordinate office moves and relocations, which can also include moving of heavy boxes and furniture
•Coordinate office furniture and equipment moves with other operating departments in the office
•Work with the Receptionists, coordinates and assists with event set up and breakdown, including table arrangements, chairs, assignment of team members to work the event, and any other event related needs.
•Performs basic office maintenance and repair tasks, including furniture assembly, picture hanging, replacing filters, etc.
•Liaise with building management regarding issues with the temperature, lighting, trash removal, etc.
•Monitor inventory levels and purchasing inventory as required; track and maintain appropriate levels of office supplies for the office, and research new products and vendors
•Monitor toner stock and change toner on satellite printers.

ADDITIONAL DUTIES
•Perform all other related duties as directed by immediate supervisor, which may include a variety of administrative, concierge, or office services functions
•Primary backup for the Imaging Center, including specific imaging duties as assigned
•Maintain copiers and fax machines and troubleshoot operational issues
•Assist with moving files to/from Central Records, workrooms, and private offices
•Create signs as requested
•Take photos for security badges for new employees.

EXPERIENCE SKILLS REQUIRED
•High School Diploma or equivalent
•2-3 years administrative experience with strong communication and customer service skills
•Previous experience in a client service-oriented field preferred
•Willingness and ability to learn new skills
•Use of photocopier, fax machines, and binding equipment
•Working knowledge of Microsoft products pertaining to the specific position, including but not limited to Outlook, Word, Excel, etc.
•Attention to detail and excellent organizational skills
•Ability to function with a high level of patience, tact, and diplomacy in handling any complaint situations
•Able to work under pressure and manage competing deadlines
•Able to work well with others
•Strong initiative required
•Ability to work independently with minimal direct supervision

ADDITIONAL ABILITIES REQUIRED
•This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment.  The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
•Ability to lift or move 40 lbs. or greater
•Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.
•Effective oral and written communication skills

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

To learn what makes us different from other law firms, including our collaborative approach, entrepreneurial spirit, and our commitment to diversity, check out our video, “Grow Your Career at K&L Gates.”

If you agree that we are different from other law firms - and the right place for you to grow your career - please apply for this position.  For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.