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Davis Wright Tremaine LLP · 1 week ago

Office Services Coordinator

Seattle, WA

Full-time

Onsite

Entry Level

$59K/yr - $64K/yr

2+ years exp

Davis Wright Tremaine LLP is one of the top law firms in the U.S. seeking an Office Services Coordinator to join their Seattle office. This role involves various office support functions, including mail processing, assisting attorneys and legal staff, and maintaining the general appearance of the office.

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Responsibilities

Sort and distribute incoming and interoffice mail; includes inbound express and courier materials. This support function includes scanning and routing mail electronically to specific Firm contacts per established guidelines

Assist in processing outbound mail and vendor/courier packages, ensuring all packages are tracked. This support includes facilitating large shipments for both the legal and administrative teams and can include extracting addresses and contact information from spreadsheets

Meter mail and packages for delivery to post office; includes processing USPS materials at the off-site location

Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner

Assist with the collection of payments for personal shipments from attorneys and staff when using USPS system and/or other courier sources; including documenting client billing numbers for accounting

Assist with updating the mail and package routing system and other reference lists in a routine manner; includes processing the daily "out" list to keep current with the attorney and staff pairings that relate to the mail/packing receipt activity

Participate in team and other special projects as assigned; includes support with moving boxes and light inter-office moves, working closely with the practice group legal assistants and administration to support routine and special mailings, scanning and delivering client materials to the legal team, serve as main contact for vendor support per Operations Manager’s directive, etc

Assist with the general appearance of the support services department; includes ordering and stocking of supplies, organizing workflow product, and cleaning the support services area in a routine manner

Assist with preparation support of offices and workstations for new attorney and staff hires and/or for interoffice moves; includes box delivery and assistance with moving employee's work content and/or personal items to new space

Serve as an in-house messenger; performing responsibilities by using the company vehicle, public transportation and/or by walking and able to execute accurate completion to support the smooth operation of our team

Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed

Participate in routine check-in meetings with the Operations Manager to discuss services, projects, progress towards completion, goals and needs

Maintain a punctual schedule and regular attendance

Other administrative responsibilities as requested

Qualification

Office support experienceMicrosoft Office proficiencyCustomer service experienceInterpersonal skillsLift 40 lbsEnglish proficiencyTeam-orientedAttention to detailProblem-solving skillsEffective communicationOrganizational skills

Required

2+ years related work experience in office support, customer service, and copy or mailroom environment

Proficient in using computer and standard office applications; such as, Microsoft Office products, fax machines, copiers, scanners and phones

Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills

Able to work effectively in a team-oriented, service environment

Able to learn, prioritize, and manage multiple tasks and projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs

Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate

Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format

Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance

Able to lift 40 lbs., be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart) is required

GED/High School Diploma required

Able to read and write English proficiently

Valid driver's license required; includes proof of insurance to operate company vehicle

Able to work extended hours or periodically change hours if needed

May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed