Office Services & Hospitality Coordinator

Description

The Office Services & Hospitality Coordinator plays a key role in supporting the day-to-day operations of our Miami office. This position is responsible for maintaining a professional, organized, and client-ready workplace environment for attorneys, staff, clients, and visitors. Responsibilities include office services, hospitality and conference room support, mail and package handling, reception relief coverage, and other operational support functions essential to the successful operation of the office.

The ideal candidate is service-oriented, dependable, adaptable, and takes pride in creating an exceptional office experience. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are essential.

Key Responsibilities

Office Services & Hospitality

• Perform general office services functions, including copying, scanning, filing, and document support.
• Process and distribute incoming mail, courier deliveries, certified mail, FedEx packages, and other shipments.
• Prepare outgoing mail and packages, ensuring timely delivery and accurate tracking.
• Monitor and maintain office, kitchen, hospitality, and copier supplies; coordinate reordering as needed.
• Set up, maintain, and reset conference rooms for meetings, depositions, training sessions, and client events.
• Coordinate refreshments, catering, coffee service, and other hospitality needs for meetings and office functions.
• Prepare coffee stations and beverage service areas throughout the day.
• Ensure conference rooms, reception areas, kitchens, copy centers, and other common areas are maintained in a professional, organized, and client-ready condition.
• Maintain kitchen and breakroom areas, including loading and unloading dishwashers, cleaning and organizing refrigerators, stocking beverages and supplies, and ensuring spaces remain clean and presentable throughout the day.
• Perform regular walkthroughs of common areas to identify and address housekeeping, maintenance, or supply needs.
• Take ownership of the overall appearance and functionality of office common areas, proactively identifying and addressing opportunities for improvement.
• Assist with office events, employee functions, and special projects as requested.
• Coordinate with building management and outside vendors regarding deliveries, maintenance requests, and office services needs.
• Assist with office moves, furniture setup, records management, and other operational projects.
• Coordinate and monitor shredding, records storage, and other office services vendor activities.
• Assist with onboarding and departure logistics, including office setup, supply distribution, and workspace preparation.

Reception Relief Coverage

• Answer and direct incoming telephone calls promptly and courteously.
• Serve as backup receptionist, greeting clients, visitors, and vendors in a professional and welcoming manner.
• Receive deliveries and notify attorneys and staff of arrivals.
• Maintain a clean, organized, and client-ready reception area.
• Provide reception coverage during breaks, absences, meetings, and other periods as needed.

Overflow Administrative Support

• Process expense reimbursements, check requests, invoices, and other office-related administrative tasks.
• Provide limited administrative assistance, including data entry, document preparation, scheduling, special projects, and other clerical projects as needed.

Requirements

• High School Diploma or equivalent required.
• Prior experience in office services, hospitality, conference services, facilities support, reception, or similar client service role preferred.
• Demonstrated commitment to customer service and a willingness to assist wherever needed to support office operations.
• Experience in a law firm or professional services environment is a plus.
• Ability to work independently, identify needs, and take initiative without constant direction.
• Proficiency in Microsoft Office Suite, including Word and Outlook.
• Excellent customer service and interpersonal skills.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Professional demeanor, positive attitude, and dependable work ethic.
• Ability to maintain confidentiality, handle sensitive information, and exercise good judgment.

Work Environment

• Full-time position, Monday through Friday with a schedule of 8:30 a.m. to 5:00 p.m., or as otherwise determined by business needs. 
• Works in a professional office environment using standard office equipment.
• Position requires regular movement throughout the office to support conference rooms, hospitality functions, mail services, and other operational needs.
• Regular standing, walking, bending, reaching, and lifting required.
• Must be able to lift and carry office supplies, packages, catering items, and boxes weighing up to 25 pounds.
• May be required to move furniture, tables, chairs, and other office equipment for meetings and events.
• Must be comfortable working in a fast-paced legal environment with changing priorities and deadlines.

The Human Resources department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.