Office Services Coordinator

Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for an Office Services Coordinator of our Boston office.  We offer competitive compensation and an excellent benefits package.  

Position Summary:

The Office Services Coordinator is responsible for performing general office tasks including, assisting with reception desk coverage, booking conference rooms, internal mail scanning/delivery, arranging for UPS and messenger services, processing incoming and outgoing mail, faxing, handling large print jobs, scan and/or copy jobs and other general administrative duties as assigned including hospitality services. 

Duties & Responsibilities:

• Process incoming and outgoing mail/copy/scanning/eFax/binding services to support the office.

• Arrange for UPS and messenger services.

• Handle large print, scan and/or copy jobs, faxing, stocking paper at printer stations, ordering and stocking office supplies, assisting with office moves and conference room set-up.

• Office equipment management including copiers, printers, postage, binding, general maintenance; coordinating vendor service calls.

• Order and stock supplies from approved vendors for office operations including, coffee/break room, technology etc.) in keeping with budget guidelines.

• Responsible for facility maintenance and requests as scheduled or as needed.

• Coordinate employee office activities and events including food orders, set up and cleanup as needed.

• Provide receptionist support as needed. 

• Book and prepare conference rooms for meetings.

• Coordinate and setup beverage and food service for meetings.

• Inventory and stocking of kitchen and conference room supplies.

• Provide routine maintenance/cleanup for conference rooms and kitchen area including loading and emptying dishwasher and cleaning out refrigerators.

• Moves furniture (such as kitchen chairs, etc.) on occasion as needed.

• Perform other general administrative duties as assigned.

Skills & Competencies:

• Qualified candidates will have excellent organizational skills, attention to detail, strong client service skills, excellent communication skills, the ability to work well under pressure, and ability to multi-task and set priorities while meeting deadlines in a fast-paced environment.

• Must have a competent working knowledge of all functions of copy, printing, binding, scanning and mailing equipment.

• Candidate must be a self-starter who can work well under minimal supervision as well as take a proactive approach in being team oriented.

• Computer proficiency in Microsoft Word, Outlook and Excel is required.

Qualifications & Prior Experience:

• High school diploma; some college work preferred; facilities/office services experience a plus.

• Experience with the Microsoft Office 2010 Suite with a focus on Outlook, Word, Excel, and PowerPoint.

• Flexibility to work overtime as required.

Physical Requirements:

• While performing the duties of this job, the employee is occasionally required to move from work station or desk, throughout the work area to work independently or with a team, to meet with colleagues or supervisor and retrieve work assignments.

• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools.

• Requires manual dexterity and physical mobility of whole body, including the ability to move frequently as needed for mail and supplies delivery or other similar tasks, ability to bend, lift, push, pull required; ability of handling heavy objects and overhead reaching, as well as sit or stand for long periods of time.

Greenberg Traurig is committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.