Office Services Coordinator

Description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Services Coordinator to join our team in our Portland office. 

This is an essential position that will require five days in-office.

This position is responsible for a variety of office support functions; such as, processing and delivering incoming USPS and interoffice mail and vendor/ courier packages, processing outbound USPS mail and vendor/courier packages, performing various downtown and driving messenger duties, and providing assistance to the attorneys and legal staff, and to the firm-wide administrative teams as needed.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

• 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

Join us if you have:

• 3+ years related work experience in office support, customer service, and copy or mailroom environment
• GED or High School Diploma required; advanced education preferred
• 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
• Able to read and write English proficiently
• 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

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What’s in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

Davis Wright Tremaine LLP seeks to hire, develop and grow lawyers and business professionals who combine deep legal expertise, technological fluency, business acumen, and emotional intelligence—creating an excellent, inclusive, adaptive workforce that fuels exceptional client outcomes.

At Davis Wright Tremaine LLP, every employee has the right to work in an environment free from all forms of unlawful discrimination.It is our policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee’s sex (including pregnancy, childbirth, breastfeeding, or related medical condition), race, color, ancestry, sexual orientation, gender, gender identity, gender expression, national origin, religious creed, age, marital status, physical or mental disability, genetic information, medical condition, military condition, military or veteran status or any other basis prohibited by applicable local, state, or federal laws.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected].  

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