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 is involved in a wide variety of tasks and processes. They assist the legal support staff and attorneys in the office with management of the office areas (reception, file room, conference rooms, etc), maintenance of all office equipment, preparation for office events, and monitoring/stocking of all office supplies, among other tasks.
THIS IS A FULL-TIME IN OFFICE ROLE (not remote nor hybrid).
Essential Functions (not in order of importance nor frequency):
- Provide pleasant and professional customer service to all office personnel and guests.
- Prepare mail and all USPS/FedEx/UPS packages, sorting and distributing incoming mail.
- Assist with all aspects of document reproduction and processing: copying, scanning, date stamping, document binding and faxing.
- Troubleshooting and perform minor repairs of office equipment (i.e., clearing paper jams, changing toner/ink cartridges, emptying equipment waste receptacles).
- Support the facility by scheduling service calls with outside vendors as needed and working with building management regarding repairs, communications, etc.
- Check inventory and order additional supplies as needed for office and kitchen supplies, and IT equipment (in coordination with Office Administrator).
- Prepare conference rooms for meetings, set up and clean up.
- Maintain appearance of the kitchen, common areas and related equipment on a regular basis, including fill of, running and emptying the dishwasher.
- Move or arrange for moving of boxes and other heavy items in the file room and office spaces.
- Conduct daily walk through of office space to identify repairs needed or general cleaning issues; report these to building liaison.
- Desire and ability to learn and complete basic legal support functions as requested.
- Provide other administrative assistance as appropriate.
Qualifications/Skills Required
- One to four years of experience in professional services environment.
- Must be able 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.