Office Services Coordinator

Overview

Withers has an exciting opportunity for an Office Services Coordinator based in the law firm’s New York office.  The role works closely with the Facilities management team to support the daily needs of the Firm's Partners and employees. This role will oversee the Office Services team, as well as assist with meeting room management, event coordination and execution, pantry, supply area and hoteling office maintenance, and other general office services tasks and responsibilities. Annual compensation commensurate with experience and ranging from $80,000 - $90,000 per year. 

Duties and Responsibilities 

• Oversee the Office Services team and prioritize the team's daily tasks.
• Work closely with the Front of House Coordinator to provide daily oversight and assistance with meeting room bookings and associated needs, including, but not limited to, room stocking, set-up and clean-up, catering, specialty items, technology needs, etc.
• Collect information and confer with Facilities Supervisor as it relates to events and large meetings (i.e. Marketing/BD events, management meetings, etc.).
• Coordinate with Facilities department management and Business Services teams on firm events.  Organize and provide on-site support with Office Services team members for event set-up and clean-up.  Events may occur outside of normal business hours.
• Maintain all supplies in an orderly fashion and review inventory periodically to maintain adequate levels. Works with Office Services team to order and procure office and kitchen supplies.
• Responsible for organization of the supply rooms, pantries, storage closets, and basement storage.
• Responsible for maintaining hoteling offices in a uniform manner, including restocking supplies, cleanliness/tidiness, etc.
• Review and submit Facilities' related vendor invoices.
• Assist with certain finance related tasks, including picking up certified checks from bank and in-office check request processing.   
• Develop and maintain existing Office Services department manuals and information guides and keep electronic records via the Firm's Document Management System.
• Establish working relationships with outside vendors and service providers.
• Coordinate with Facilities Supervisor and oversee office moves and transfers.
• Provide clerical support, including but not limited to digital mailroom sorting, scanning and filing, photocopying services, sending faxes, delivering outgoing mail as necessary to post office and to express courier service locations, providing local messenger services as needed, operating binding machine, operating postage machine including ordering postage.
• Scan and digitize hardcopy documents using the Firm's systems.
• Travel to local outside vendors when necessary for special projects.
• First line maintenance of copy room equipment including copier, printers, fax, postage, binding and shredding machines.      Place service calls when necessary and order supplies for equipment when approved by Facilities Supervisor.
• Assist Information Governance team with requests as it relates to client files.
• Maintain premises making minor repairs when necessary.
• Provide Notary and witness services.
• Other projects and duties as required or assigned.

Key Skills and Experience

Successful candidates are proactive, forward-thinking, positive, energetic, and detail oriented. Candidates have the ability to work well with a collaborative and talented team, communicate with Partners and employees of the firm and are effective in a fast-paced environment.  They have good judgment and possess exemplary interpersonal and communication skills—both verbal and in writing. A bachelor's degree is required, as is 3-5 years of experience preferred in a law firm, financial services, or other professional services environment.  Successful candidates must also: 

• Have a strong digital and software skillset, including in Microsoft Word, Excel and PowerPoint.  Technical ability to use multi-function devices, as well as various digitizing tools.
• Ability to organize and prioritize a multitude of tasks and daily responsibilities and complete them under tight time constraints.
• Strong interpersonal communication skills exhibiting enthusiasm and friendliness, demonstrating an ability to work with people at various levels within the firm, as well as with outside vendors.
• Approach projects and work with curiosity, resourcefulness and an adaptable mindset and have a willingness to learn.
• Ability to retrieve and handle packages, books, boxes and files weighing up to 30 pounds, and ability to move office furniture and retrieve and replace objects from shelves of up to 8 ft high.
• Ability to travel to private and public buildings via private or public transportation to assist with client and Firm needs.
• Must have flexibility for overtime before or after normal work hours.
• Demonstrate a capacity to self-start and work both independently and collaboratively in a high-volume environment.
• Position is a full time, 5 days per week in office role.

Experience and Education Required

• Bachelor's Degree.
• 3-5 years of experience preferred in a law firm, financial services, or other professional services environment.

About Withers

Where global collaboration achieves exceptional results. 

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A law firm focused on people and collaboration. 

For the past 125 years, Withers has supported some of the world’s most remarkable people and organizations at defining moments in their lives. 

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. 

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. 

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.  

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself. 

We are delighted to announce that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector. 

For more information on Withers, please visit the following links: General Career Site, LinkedIn, About Us 

Equal Opportunities Employment Statement 

The firm is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at (203) 789-1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.