Office Services Coordinator ( {{city}})

Job Title: Administrative Assistant (Administrative & Hospitality Support Dual Role)

Shift: 8:00am - 5:00pm or 8:30am - 5:30pm; Monday - Friday

Hourly wage: $24.00 - $25.00/hr

Job Summary:

The Administrative Assistant serves in a dual role , supporting both administrative and hospitality functions to ensure the smooth daily operations of the office. This position assists attorneys with expense reporting, timesheet management, and scheduling, while also acting as a backup to the reception team. Additional responsibilities include maintaining office and kitchen cleanliness, managing supplies, setting up conference rooms, and ensuring a welcoming experience for guests. The ideal candidate is highly organized, tech-savvy, adaptable, and comfortable balancing a diverse workload in a fast-paced environment.

Key Responsibilities:

Administrative Support

• Support attorneys with calendar coordination, expense submissions, and timesheet entry.
• Manage internal communication and maintain up-to-date administrative documentation.
• Provide front desk coverage as needed, including greeting visitors and answering phones.
• Maintain organized records and assist with general office coordination.

Office & Facilities Support

• Prepare conference rooms for meetings, including AV setup and post-use cleanup.
• Oversee kitchen maintenance: load/unload dishwashers, ensure utensil cleanliness, and refill coffee stations.
• Replenish supplies in restrooms, pantries, and office supply rooms.
• Coordinate catering orders and setup for meetings and events.

Hospitality & Client Experience

• Ensure guests receive a professional and friendly experience.
• Maintain the appearance of all shared spaces, including lobbies and meeting areas.
• Assist with special events, ensuring seamless logistics and hospitality.

Facilities Coordination & Maintenance

• Coordinate with facilities and vendors for maintenance and office upkeep.
• Perform minor office upkeep tasks such as picture hanging or restocking signage.
• Monitor cleanliness standards and report issues as necessary.

Records & Mail Management

• Distribute incoming mail and packages, and manage outgoing mail processes.
• Support records management, including organizing and tracking off-site file storage.

Qualifications:

• High school diploma or equivalent required; college degree preferred
• 1+ years of administrative or office support experience
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Comfortable using office technology and video conferencing tools
• Excellent written and verbal communication skills
• Highly organized, detail-oriented, and flexible
• Strong interpersonal skills and a client-focused mindset
• Ability to lift up to 25 lbs (for supply stocking and office upkeep)

Preferred Attributes:

• Previous experience supporting legal or executive teams
• Familiarity with hospitality practices or facilities coordination
• Ability to solve problems proactively and work independently
• Experience with scheduling, timesheet, or expense tracking systems

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.