Office Services Coordinator Job Description

Under the supervision of the Director of Legal Talent & Administration, the Office Services Coordinator will assist the administrative staff with office service requests and miscellaneous office needs. The Coordinator serves as the first point of contact for any client, visitor, or caller and supports the needs of internal clients (attorneys and business professionals). The role requires a polished, welcoming, and professional presence and consistently high standards of hospitality.

Responsibilities include but are not limited to:

Reception and Visitor Management

• Provide reception desk coverage: staff the front desk and welcome external and internal visitors to the San Francisco office, ensuring a high level of service and a positive impression
• Coordinate all aspects of welcoming external visitors, as well as visitors from other offices
• Protect confidential information: use discretion with client names, visitor logs, and documents, and keep confidential materials out of public view
• Receive and process mail, packages, and deliveries

Premises Safety and Security

• Maintain a safe and secure reception area and common areas: control access to the office, make sure only authorized visitors enter, and stay alert to unfamiliar people, unattended items, and unusual activity
• Report security concerns to Building security and firm management: escalate suspicious people or incidents right away
• Follow building and firm security procedures: lock doors, secure conference rooms, and confirm areas are secured at close of day

Emergency Preparedness and Safety

• Participate in the Tenant Warden Program: help carry out building emergency procedures, attend trainings, meetings, and emergency drills, and stay current on building procedures
• Assist staff and visitors during emergencies and evacuations: direct people to exits and stairwells, and help account for those on the floor
• Communicate emergency notices and building alerts to staff: relay instructions from Building security or management
• Provide first aid assistance or contact emergency services when needed, in accordance with firm and Building protocols

Conference Room Support

• Assist attorneys and business professionals throughout the firm with conference room needs (e.g., take information, research and assign the appropriate room, reserve rooms, order services and food, report issues, and get them resolved)
• Coordinate with internal service groups (e.g., Information Systems, Office Services) to fulfill reservation requirements: advise services on requirements, follow up on needs or issues, and ensure rooms have all ordered services
• Assist with conference room set-up (including ensuring materials and sign-in sheets are in the room) and breakdown (including scanning sign-in sheets to other departments)
• Provide basic AV and technology support: troubleshoot room equipment or escalate to Information Systems

Phone Coverage

• Support phone coverage, including answering multiple calls simultaneously, directing and transferring calls to the appropriate parties, and assisting with conference calls among multiple parties
• Take concise and accurate messages
• Provide general information and direct callers to the appropriate party or voice mailbox

Kitchen, Snacks, and Beverages; Client and Office Events

• Maintain a clean and tidy kitchen and pantry: regularly fill, run, and empty the dishwasher, and wipe counters and sinks
• Clean the espresso machine: maintain the machine so it stays hygienic and in working order
• Track pantry inventory and reorder and restock snacks and beverages throughout the office before items run low
• Support client and office events: order catering and handle set-up, breakdown, and cleanup

Facilities Support

• Liaise with Building management regarding repairs and safety hazards: report issues, follow up until they are resolved, and confirm that repairs are completed
• Liaise with vendors, including serving as the contact for the plant service and flower vendors during visits

Client Service

• Offer excellent service to clients, visitors, and internal staff (e.g., make copies, fax documents, conduct light Internet research for hotels, order car service, and coordinate with the Mailroom to have documents delivered)
• Demonstrate flexibility in satisfying all client service demands in a high-volume environment

Other Support

• Cross-train on other office services functions, including mail, copy, and print services: learn additional duties to provide backup coverage
• Purchase and replenish office supplies
• Assist with processing invoices
• Support administrative staff as needed by filing or typing in Microsoft Word, Excel, or other software
• Assist with additional duties and special projects, as assigned
• Availability to work 8:00 a.m. to 4:00 p.m., five days per week, in the office. This is not a remote or hybrid role.

Basic Qualifications

• 2 to 5 years of experience in office services or a customer-facing role within a professional environment, preferably a law firm.
• Demonstrated commitment to the firm’s values of Client Focus, Respect, Inclusion, Collaboration, Accountability, Professional Growth, and Excellence when delivering high-quality service.
• Ability to work effectively both independently and as part of a team; strong teamwork skills are critical.
• Strong time management and organizational skills, with demonstrated experience effectively managing multiple priorities, projects, and assignments.
• Exceptional attention to detail.
• Highly developed communication skills.
• Strict adherence to confidentiality requirements regarding the firm’s clients, cases, personnel, and other sensitive information.
• Strong client service, interpersonal, and problem-solving skills, with patience, initiative, and a friendly and helpful attitude.
• Working knowledge of Microsoft Excel and Word, comfort using AI tools responsibly, and readiness to learn other platforms.
• Ability to leverage AI tools responsibly to enhance process efficiency and support continuous improvement.

Physical Requirements

The role involves occasional kneeling, squatting, or bending to access cleaning supplies and stock inventory; frequent walking and standing for extended periods; and occasionally lifting items weighing up to 25 pounds.

Salary

$70,000 to $80,000 Paul, Weiss offers competitive compensation and benefits packages. The firm considers a number of factors when determining compensation, including, but not limited to, education, years and level of experience, competency levels, and other relevant skills and qualifications.

Equal Opportunity

Paul, Weiss, Rifkind, Wharton & Garrison LLP provides equal employment opportunity to all qualified individuals without regard to age, color, disability, gender, marital status, national origin, race, religion, sexual orientation, gender identity and expression, physical or mental disability, protected veteran status, genetic predisposition or carrier status, or any other characteristic protected by law in all personnel actions, including recruitment, evaluation, selection, promotion, compensation, benefits, training, and termination of employment.

For San Francisco applicants: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.