Receptionist - Office Services Coordinator

Dykema Gossett PLLC, a leading national law firm, is recruiting for a Receptionist/Office Services Coordinator (Receptionist/OSC) position in our Chicago office. Start date in early May 2024.

The core duties and responsibilities of this position revolve around supporting others and delivering exceptional customer service. Under the supervision of the Office Administrator, the Receptionist/OSC is responsible for providing administrative support to meet the daily needs of the office location. Reception responsibilities include greeting visitors and answering calls, helping to facilitate internal meetings and events, and providing hospitality/conference center support. The OSC is responsible for mail, packages and interoffice correspondence handling and dispatching, and supporting the Copy Services team. Responsibilities can vary widely from day to day. This position requires in-office work, Monday – Friday (remote work is not available for this role).

The OSC ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.

Receptionist:

• Greets and directs all clients, visitors and personnel arriving in the office. Notifies appropriate party of their arrival; coordinates guests technology and equipment needs.
• Answers office telephones, directing calls as appropriate.
• Reserves conference rooms/visiting offices-using firm’s software, and coordinates catering services for meetings and other office functions.
• Monitors office and kitchen supplies, ordering and restocking same; maintains employee break room, coffee/beverage stations.
• Requests activation and deactivation of security fobs/badges and parking cards.
• Processes visitor/vendor, and work order requests for maintenance.
• Performs clerical duties as requested.

Office Services Coordinator:

• Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
• Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations.
• Prepare special outgoing inter-office pouches sent to other firm offices as scheduled.
• Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet deadlines. Log and deliver incoming overnight packages within established time frames.
• Log outgoing and incoming items as required and review for accuracy/completeness.
• Organize and distribute supplies to personnel as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper and toner and keep supply area neat and organized.
• Estimate runtime on the small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs.
• Copy, file, fax, scan, print, and assemble documents.
• Complete office supply ordering and stocking.
• May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings.
• Operate facsimile machines; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary.
• Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
• Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site.

May perform any of the following at the direction of the Office Administrator:

• Processes invoices and other miscellaneous payments as required.
• Opens incoming mail not marked personal and confidential, as requested; maintains a mail log.
• May assist Office Administrator with petty cash and office credit card management.
• May assist with set-up/clean-up, and food and beverage tasks for office meetings and events, as requested.
• Performs other duties as assigned.

Qualifications:

• High school diploma or equivalent educational certificate required.
• Minimum of 2+ year(s) experience required in related field; prior law firm or professional services experience is a plus.
• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support; typing requirement of 55 wpm.
• Strong verbal and written communication skills, and excellent customer service skills required; ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
• Ability to be flexible, work flexible hours when required, and respond quickly and calmly to urgent situations.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.
• Occasionally working overtime, evening or weekend hours may be required.
• Ability to perform physical tasks including lifting supplies and equipment, lifting up to twenty-five pounds, and performing other Office Services duties as assigned.