Front Desk Coordinator

Summary of Position:

The Front Desk/Office Services Coordinator is the backbone of the Firm. They are responsible for ensuring the office continues to be clean and professional, ordering supplies and stocking the breakroom. Responsible for answering phones, greeting clients upon arrival and picking up the mail and distributing as well as processing USPS, FedEx, and other courier packages. Will manage files and documents within our document management system by creating files, profiling and organizing documents, pulling files for meetings, and ensuring files are complete and organized. This position requires the Front Desk/Office Services Coordinator be extremely detail-oriented, organized, critical about accuracy, spelling and grammar and possess the ability to prioritize and follow up. This is a very fast-paced environment, and this role requires someone who is willing and open to learning new skills as well as taking initiative and being proactive. This position requires a minimum of working in the office 5 days per week.

Direct Reports: n/a

Essential Duties and Responsibilities, including but not limited to:

• Open office and prepare all areas for employees and clients, in keeping with JKZ’s professional appearance standards
• Conduct daily walkthroughs of space noting any office maintenance needs
• Liaise with building management. Address office building maintenance concerns and review building maintenance issues (lighting, heating, electrical, cleaning)
• Assist with in-house moves (furniture, boxes, files, equipment, etc.)
• Coordinate conference room needs with reservation meeting host
• Set up A/V equipment and trouble shoot as needed, for conference room meetings
• Install and test requested A/V equipment (webcam, mouse, keyboard)
• Document instances of AV equipment failure, repair, installation, and removal
• Assist management with fire drills, disaster prevention and recovery planning and emergency procedures
• Maintain office supplies and food/beverage inventory
• Process daily mail
• Answer phone calls, transfer as needed, and greet clients
• Assist with printing documents and creating labels for mailings
• Handling Sensitive and Confidential information
• Scan and profile documents to our document management system
• Maintaining and inputting file information in our document management system
• Record documents with county recorder’s offices
• File documents with courts
• Other administrative projects as assigned

Requirements:

Education and Experience

• Experience as an Office Manager, Executive Assistant, Facilities Coordinator or other similar role required
• Experience in a Law Firm or file management organization preferred.
• Experience with mailing rooms, mail processing preferred but not required

Knowledge, Skills & Abilities

• Proficient in Microsoft Office Suite, Outlook, Adobe and document management systems
• Ability to multi-task
• Organized and detail oriented
• Knowledge of general law firm operations
• Superb customer service
• Teamwork and collaboration required
• Ability to communicate clearly with a team as well as clients
• General office equipment knowledge and troubleshooting
• Excellent technical skills and ability to learn new software and processes

Why work for JKZ:
In addition to competitive compensation and bonus programs, JKZ also offers medical, dental and vision insurance, disability and life insurance, 401k and Profit-Sharing Plan, Pre-tax Transit and Parking benefit programs, FSA for Healthcare and Dependent Care, paid time off, volunteer time off, and 11 paid holidays. We also offer paid State Bar and BASF dues for attorneys and paralegals, as well as paid Continuing Legal Education study.