Office Services Coordinator

ABOUT SCOTT + SCOTT

Scott+Scott Attorneys at Law LLP is a global law firm with offices in the U.S. and Europe, specializing in complex shareholder securities and corporate governance actions, competition law and antitrust private enforcement, advice and monitoring, and international arbitration.

Scott+Scott has participated in the recovery of billions of dollars on behalf of our clients — promoting corporate social responsibility while achieving precedent-setting reforms in corporate governance.

Our people are passional about their work and we attract top talent in the legal industry because of the impact they have on the Firm, the law, and global corporate governance.

As a Firm, we believe in investing in our people and encourage those with entrepreneurial spirits to grow their expertise. We are proud of our highly collaborative and international culture.

Job Summary

The Office Services Coordinator is the first point of contact for our staff, visitors and callers, providing a professional and friendly greeting. They are responsible for sitting at and managing the front desk, handling various administrative tasks, providing meeting planning and event support and ensuring office operations run smoothly. The ideal candidate will possess excellent communication skills, proactive organizational abilities, a service-minded, problem solving mentality and provide seamless office support to staff, clients and visitors.

DUTIES & RESPONSIBILITIES

Front Desk Reception Duties

• Greet and assist visitors and clients in a professional manner
• Pre-register all firm visitors on the Angus Tenet (online) system
• Answer, screen, and route incoming phone calls.

Administrative Support

• Perform general administrative tasks including filing, photocopying, and data entry.
• Schedule and coordinate meetings (including food/catering orders), appointments and travel arrangements for staff.
• Handle incoming and outgoing mail and packages.
• Prepare and edit correspondence, reports, and other documents as needed.

Office Support

• Monitor and maintain office supplies and inventory (including kitchen), reorder as necessary.
• Coordinate as needed with vendors and service providers for office maintenance and repairs.
• Ensure the office environment is clean and organized.
• Serve as the backup office contact to receive communications from building management.
• Distribute information to employees when appropriate i.e., building held events, maintenance updates, etc.

Record Keeping

• Maintain and update office records and documentation.
• Assist with the preparation of reports and presentations as needed.
• Record time entries for Attorneys.

Customer Service

• Provide exceptional service to clients and employees, addressing inquiries and resolving issues.
• Handle sensitive information with confidentiality and discretion.

The Firm reserves the right to add or change the above responsibilities based on the needs of the business.

QUALIFICATIONS

• High school diploma or equivalent; associate's degree or relevant certification preferred.
• 3 or more years of experience as a receptionist, administrative assistant, or similar role.
• Must be comfortable working and interacting with people, including Executives, Attorneys, Clients, other staff and visitors.
• Proven ability to proactively solve problems.
• Excellent verbal and written communication skills.
• Demonstrates the ability to be an active listener.
• Advanced level organizational skills and capabilities.
• Ability to prioritize tasks and requests while applying an appropriate and applicable sense of urgency.
• Consistently demonstrates a professional demeanor and appearance.
• Ability to handle sensitive information with discretion.
• Basic knowledge of office management procedures.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Adept and comfortable with various modes of technology including Wi-Fi, printers, conference room AV, virtual collaboration tools (Zoom, Microsoft Teams, Calendars, etc.) and other office equipment.

PREFERRED SKILLS

• Previous experience working for a legal firm.
• High level customer service skills demonstrating a client service mentality.

Working Conditions & Physical Requirements

• Typing and Data Entry: Adept with the use of computers to manage schedules, financial records, and communications. Making frequent use of a computer monitor, keyboard and mouse, which can require good hand-eye coordination and finger dexterity.
• Organizational Tasks: This may involve organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
• Work Schedule: Must be able to accommodate a Monday – Friday during core business hours. There will be times when schedule flexibility will be required with appropriate notice from a manager. A mandatory, daily 1-hour unpaid lunch break will be provided.
• Office Dress Code: Business Casual
• Sitting for Extended Periods: This role will require someone to often spend long hours sitting at a desk, answering phones, and managing paperwork.
• Standing: Sometimes, they may need to stand while greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
• Walking: Moving around the office to deliver messages, handling tasks, assisting with meeting support, coordinating with other employees and visitors.
• Light to Moderate Lifting: This role may need to lift items on frequent basis such as:

--Office Supplies: Boxes of paper, files, office materials, typically weighing 10-30 pounds.

--Equipment: Small office equipment, ranging from 10-50 pounds.

--Packages, Food/Catering deliveries as needed.

Equal Opportunity Policy Statement

Scott+Scott Attorneys at Law LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

ABOUT SCOTT + SCOTT

Scott+Scott Attorneys at Law LLP is a global law firm with offices in the U.S. and Europe, specializing in complex shareholder securities and corporate governance actions, competition law and antitrust private enforcement, advice and monitoring, and international arbitration.

Scott+Scott has participated in the recovery of billions of dollars on behalf of our clients — promoting corporate social responsibility while achieving precedent-setting reforms in corporate governance.

Our people are passional about their work and we attract top talent in the legal industry because of the impact they have on the Firm, the law, and global corporate governance.

As a Firm, we believe in investing in our people and encourage those with entrepreneurial spirits to grow their expertise. We are proud of our highly collaborative and international culture.

Job Summary

The Office Services Coordinator is the first point of contact for our staff, visitors and callers, providing a professional and friendly greeting. They are responsible for sitting at and managing the front desk, handling various administrative tasks, providing meeting planning and event support and ensuring office operations run smoothly. The ideal candidate will possess excellent communication skills, proactive organizational abilities, a service-minded, problem solving mentality and provide seamless office support to staff, clients and visitors.

DUTIES & RESPONSIBILITIES

Front Desk Reception Duties

• Greet and assist visitors and clients in a professional manner
• Pre-register all firm visitors on the Angus Tenet (online) system
• Answer, screen, and route incoming phone calls.

Administrative Support

• Perform general administrative tasks including filing, photocopying, and data entry.
• Schedule and coordinate meetings (including food/catering orders), appointments and travel arrangements for staff.
• Handle incoming and outgoing mail and packages.
• Prepare and edit correspondence, reports, and other documents as needed.

Office Support

• Monitor and maintain office supplies and inventory (including kitchen), reorder as necessary.
• Coordinate as needed with vendors and service providers for office maintenance and repairs.
• Ensure the office environment is clean and organized.
• Serve as the backup office contact to receive communications from building management.
• Distribute information to employees when appropriate i.e., building held events, maintenance updates, etc.

Record Keeping

• Maintain and update office records and documentation.
• Assist with the preparation of reports and presentations as needed.
• Record time entries for Attorneys.

Customer Service

• Provide exceptional service to clients and employees, addressing inquiries and resolving issues.
• Handle sensitive information with confidentiality and discretion.

The Firm reserves the right to add or change the above responsibilities based on the needs of the business.

QUALIFICATIONS

• High school diploma or equivalent; associate's degree or relevant certification preferred.
• 3 or more years of experience as a receptionist, administrative assistant, or similar role.
• Must be comfortable working and interacting with people, including Executives, Attorneys, Clients, other staff and visitors.
• Proven ability to proactively solve problems.
• Excellent verbal and written communication skills.
• Demonstrates the ability to be an active listener.
• Advanced level organizational skills and capabilities.
• Ability to prioritize tasks and requests while applying an appropriate and applicable sense of urgency.
• Consistently demonstrates a professional demeanor and appearance.
• Ability to handle sensitive information with discretion.
• Basic knowledge of office management procedures.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Adept and comfortable with various modes of technology including Wi-Fi, printers, conference room AV, virtual collaboration tools (Zoom, Microsoft Teams, Calendars, etc.) and other office equipment.

PREFERRED SKILLS

• Previous experience working for a legal firm.
• High level customer service skills demonstrating a client service mentality.

Working Conditions & Physical Requirements

• Typing and Data Entry: Adept with the use of computers to manage schedules, financial records, and communications. Making frequent use of a computer monitor, keyboard and mouse, which can require good hand-eye coordination and finger dexterity.
• Organizational Tasks: This may involve organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
• Work Schedule: Must be able to accommodate a Monday – Friday during core business hours. There will be times when schedule flexibility will be required with appropriate notice from a manager. A mandatory, daily 1-hour unpaid lunch break will be provided.
• Office Dress Code: Business Casual
• Sitting for Extended Periods: This role will require someone to often spend long hours sitting at a desk, answering phones, and managing paperwork.
• Standing: Sometimes, they may need to stand while greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
• Walking: Moving around the office to deliver messages, handling tasks, assisting with meeting support, coordinating with other employees and visitors.
• Light to Moderate Lifting: This role may need to lift items on frequent basis such as:

--Office Supplies: Boxes of paper, files, office materials, typically weighing 10-30 pounds.

--Equipment: Small office equipment, ranging from 10-50 pounds.

--Packages, Food/Catering deliveries as needed.

Equal Opportunity Policy Statement

Scott+Scott Attorneys at Law LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.