Office Services Coordinator [Onsite]
Administration and OperationsAll Practice AreasWashington, DCJob 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. The global law firm of K&L Gates is seeking an Office Services Coordinator to join the Washington DC office. This role is onsite 5 days a week, with a schedule of 8:30am-5:00pm. The Office Services Coordinator is 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. Review upcoming meetings and events and proactively prepare spaces and hospitality needs in advance. Confirm room setup, furniture configuration, catering requirements, food and beverage service, and other event-specific needs, coordinating with event organizers and other internal teams as necessary. Provide on-site hospitality support during meetings and events. Monitor meeting and event spaces while in use, refresh food and beverages as needed, remove used items, address hospitality or room-setup needs that arise, and help ensure the space remains professional and guest-ready throughout the event. Coordinate catering logistics for meetings and events. Receive and verify catering deliveries, ensure orders are complete and timely, arrange food and beverages appropriately for service, coordinate pickup or removal following events, and address issues with deliveries or orders as they arise. Manage the office’s catering and hospitality supplies. Monitor inventory, order replacements, and keep stocked snacks, beverages, serving goods, and related supplies and equipment, both back-of-house and across employee- and client-facing spaces throughout the office (e.g., coolers, refrigerators, coffee stations, and conference areas). Manage the physical condition and daily readiness of all conference rooms, cafés, and meeting spaces across the office. Ensure spaces are neat, clean, appropriately configured, and consistently stocked with required materials, including, as appropriate, catering supplies, pens, and pads of paper. Conduct spot checks at least at the beginning and end of each day, as well as periodically throughout the day, to ensure spaces remain guest-ready, chairs are properly positioned, and used rooms are reset promptly. Manage and maintain catering and hospitality equipment across the office, including ice makers, refrigerators, coffee makers, beverage equipment, and other similar equipment. Keep equipment clean and operational, replenish associated supplies, identify problems promptly, and coordinate repair or service when needed. Maintain the presentation and readiness of client-facing hospitality areas. Regularly monitor conference-center, reception-adjacent, beverage, and other guest-facing areas to ensure they consistently reflect the professional standards of the firm. Serve as an on-the-ground hospitality point of contact for employees, clients, and guests. Respond promptly and professionally to requests involving meeting spaces, catering, food and beverage service, and event logistics, resolving routine issues directly and escalating matters when appropriate. Support early-morning, evening, and other events occurring outside regular business hours as scheduled, including pre-event setup, hospitality support while the event is underway, and post-event breakdown and cleanup. Own the physical readiness of each scheduled event from setup through breakdown, including reviewing requirements in advance, confirming required supplies and furniture, completing setup before the requested ready time, monitoring hospitality needs while the event is underway, and ensuring the space is fully cleared, cleaned, reset, and ready for subsequent use afterward. Compensation Salary $55,000 - $83,000 / year The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors. ABOUT THE FIRM K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. 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 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. 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. Please be advised that this position requires successful completion of a background check. In accordance with the Washington State Fair Chance Act, Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act, and applicable law qualified California and Washington State applicants with criminal history records will be considered. A criminal history will not categorically exclude a candidate from employment, and the Firm will consider relevant factors before making employment decisions based on criminal history information. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. BENEFITS K&L Gates offers our personnel a comprehensive suite of benefits to help meet your needs now and in the future. Depending on your eligibility, options for full-time personnel include: 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 will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local 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 prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact askHR@klgates.com.
KEY RELATIONSHIPS
Office Services Manager, lawyers, administrative staff, legal support staff.
ESSENTIAL DUTIES
Setup for, work during, and breakdown after internal and external events hosted in the office. This includes setting up and appropriately configuring tables, chairs, catering, and other facilities logistics (i.e., non-IT and AV) for meetings and events, then breaking down and cleaning spaces following events.
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