Office Services Coordinator - Ogletree Deakins

Our Nashville, TN office has the opportunity for an experienced Office Services Coordinator to join the Firm’s expanding practice. On a day-to-day basis, the Office Services Coordinator generally works under the direction of the Office Administrator. This position supports the delivery of quality legal services to clients by providing Copy Center, Office Services and Hospitality assistance to attorneys, paralegals and secretaries, as well as clients, and by working collaboratively and cooperatively with others in a team-oriented environment. Additionally, the Office Services Coordinator is responsible for ensuring that the Copy Center/Mail Room is run efficiently by directing, controlling and prioritizing daily work flow, coordinating training and handling quality control of tasks. Excellent internal and external customer service are key to this position.

• Assist with photocopying and scanning of documents as requested by secretaries, paralegals, attorneys and office administrator
• Processing incoming and outgoing mail, FedEx, UPS, and messenger packages and distributing them desk to desk
• Coordinate and perform Shipping and Receiving activities
• Supply maintenance and inventory management
• Daily and weekly inspection and stocking of office equipment including copy machine
• Input invoices into accounting system and process expense reimbursements as needed
• Coordinate office repairs and work orders with building management and/or vendors
• Request office access and parking cards
• Facilitate vendor communications regarding Office Services/Copy Center ordering and maintenance
• Assisting with office moves and light facilities maintenance
• Assist with audio visual equipment
• Responding to customer questions and following up in a timely manner
• Providing excellent customer/client service to all everyone
• Coordinate daily mail and Federal Express pick up and drop off
• Coordinate response and assignment of duties
• Coordinate timely set up and break down in all conference rooms for depositions, meetings, conferences and other business related activities
• Refrigerator and pantry shelf stocking as needed
• Refrigerator cleaning on a weekly basis
• Basic assistance with IT projects, i.e., uncrating and setting up computers and phones
• Ensure duties and responsibilities of Office Services Daily Check List are fulfilled.
• Ensure that the offices are clean, have the necessary office supplies, and provide all maps, directories, or any other amenities needed for our visitors
• Stock all supply rooms, and copy rooms daily to ensure all needed supplies are readily available for our office personnel
• Stock all network printers and satellite copiers with paper
• Deliver any printer jobs left by the printers or satellite copiers, and clean all surfaces in these areas to maintain a clean environment hourly
• Replace toner cartridges for all office printers
• Order all supplies, and maintain clean supply room and copy/print stations
• Provide bathroom amenities on all floors
• Litigation Bags and Hand Carts - maintain inventory and sign out log sheets

• 3 years previous experience working as clerk in Copy Center/Mail Room operations
• High school diploma; Bachelor’s degree preferred
• Excellent interpersonal and customer/client service skills
• Excellent communication skills, written and verbal
• Knowledge of basic legal terminology
• Ability to read, respond timely/accurately to and organize a high volume of emails
• Ability to relay information promptly and accurately
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Ability to keep work area organized and tidy
• Pleasant and clearly understandable phone voice
• Ability to sit at a desk for one or more hours at a time
• Ability to lift and carry up to 50 pounds
• Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, fax machine, presentation equipment, copier and scanner
• Proficient with Outlook, Excel, Word, PowerPoint
• Good typing speed with few errors
• Excellent proofreading skills
• Time management skills and ability to work independently as well as with a team
• Regular, predictable and punctual attendance

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firm’s Client Pledge, is one of the firm’s top priorities and a cornerstone of its core values. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 56 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer.