Office Services Coordinator

Overview

The American Association for Justice (AAJ) works to preserve the constitutional right to trial by jury and to make sure people have a fair chance to seek justice when they are injured by the negligence or misconduct of others—even when it means taking on the most powerful corporations.

AAJ is seeking an Office Services Coordinator for its Executive Office department. The Office Services Coordinator supports organization operations by acting as the office receptionist and maintaining AAJ’s office equipment, supplies and systems. The Office Services Coordinator welcomes visitors, answers and refers inquiries; serves as a liaison with the building engineers and staff for safety and building issues.

• Answer calls and retrieve messages from AAJ main switchboard and voicemail and forward to appropriate contacts.
• Welcome visitors in person in the lobby and AAJ’s reception area and direct them to the appropriate person or department.
• Performs as Inter-floor Fire Warden in case of emergencies.
• Serve as the primary contact for Building Management and liaison with building engineers and staff on safety issues, facility issues, and staff requests; communicate all building-related announcements and security concerns with staff.
• When building emergencies arise, the Office Services Coordinator will serve as back-up contact for Building Management when COO is unavailable.
• Schedule and arrange conference center for staff and outside parties.
• Prepare and distribute assigned meeting minutes to stakeholders as needed in conjunction with the Executive Assistant/Sr. Office Administrator.
• Maintain departmental phone directory and distribute it to staff as needed.
• Serve as back-up contact for WMATA, building parking inquiries, and Datawatch.
• As part of the onboarding/off-boarding team, order business cards and nameplates for all staff; assign keys for offices and file.
• Work with Finance Department reconciling administrative accounts, invoices, including UPS, Iron Mountain, Standard Parking, etc.
• Serve as the Contract Administrator for the Association. Facilitate the contract process through Docu Sign, distribute contracts after execution and maintain contract records.
• Work with vendors for first aid kits, vending/coffee; maintain coffee/tea supply and kitchen supplies for all floors within AAJ. Order when necessary.
• Maintain printer maintenance for all floors, including but not limited to paper replacement, ink and drum replacement, as well as technical support.
• Handle all major printing jobs, such as court briefings, convention handouts and flyers, card inserts, nametags, and other necessary printing tasks.
• Maintain the AAJ mail room by ensuring it is fully stocked with necessary supplies. This also includes handling the preparation and mailing of large batches and packages, managing the receipt and dispatch of daily mail through the building’s central mail room, and collecting, sorting, and distributing incoming mail to the appropriate departments in a timely and organized manner.
• Serve as the point of contact for Quadient and Iron Mountain.
• Serve as the UPS Administrator and create or delete UPS accounts as needed.
• Participate in special projects throughout the year as assigned.

Perform other duties as assigned.

• Bachelor’s degree with 2-3 years’ office services, customer service and/or project management experience. An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
• Non-profit or association setting experience preferred.
• Advanced project and office management skills are strongly desired.
• Strong attention to detail with the ability to handle multiple priorities at once is required.
• Demonstrated ability to work independently, prioritize, and meet deadlines on multiple, concurrent tasks.
• Strong organizational, communication and interpersonal skills.
• Self-motivated and reliable with the ability to communicate effectively with external and internal stakeholders.
• Ability to independently set priorities, work on a variety of projects, and resolve issues diplomatically.
• Proficient in Microsoft Office Suite…