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Records and Facilities Coordinator
Orlando Office
Our Office Services Department has an excellent opportunity for a Records and Facilities Coordinator in the Orlando office. This is a non-exempt position that reports to the Facilities Manager. This is a fast-paced environment, and you must be able to work as part of a collaborative team as well possess the ability to work independently. The ideal candidate will have strong interpersonal and communication skills and will show initiative, professionalism, and discretion in all matters. Flexibility, excellent judgement, and the ability to contribute to a positive, team environment is essential.
Responsibilities:
- Maintain file room organization and operations. This includes ensuring all incoming materials, such as items to be filed are processed appropriately and accurately.
- Assist with cleaning of files, the off-site storage and retrieval of files. This includes maintaining inactive physical folders and boxes.
- Assist secretaries in processing of physical files.
- Print bar code labels as requested. This includes assisting with bar code issues/corrections.
- Process files to be closed including assigning bar code numbers and prepare an inventory of files to be sent to off-site storage.
- Review closed files older than 10 years for disposition or extended retention.
- File and shelve client files and corporate minute books.
- Serve as backup to Receptionist.
- Enter vendor invoices into Chrome River.
- Assist attorneys with entering their time into Intapp Time.
- Maintain guest offices, conference rooms and pantry readiness.
- Serve as backup to the Catering Assistant and provide support on events’ set up.
- In conjunction with the Facilities Manager, coordinate the appearance and functionality of office spaces. This includes facilities-based projects as requested by the Facilities Manager.
- In conjunction with the Facilities Manager, notify building management, building maintenance, and building security of required services.
- Other duties as requested and assigned.
Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Experience - A minimum of 1 year of experience in a client facing environment.
- High school diploma or equivalent GED.
- Experience operating a telecommunication system for a multiple phone line console, is preferred.
- Basic to intermediate skills in Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
- Interpersonal communication skills necessary to maintain effective relationships with partners, attorneys, clients, and staff in person, by e mail and telephone.
- Must be detailed oriented, able to work independently and in a team environment.
- Demonstrated ability to multi-task and possess strong organizational skills.
- Ability to exercise discretion with confidential and sensitive information.
- Ability to work overtime when needed.
