Regional Office Services Coordinator

Phoenix, AZ, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

flexible schedule

Employee assistance program

Job Description

Jackson Lewis P.C. is a nationally recognized law firm specializing exclusively in employment and labor law since its founding in 1958. With over 1,000 attorneys operating in major cities across the United States, this firm consistently adapts to the ever-changing landscape where workplace law intersects with business operations. Jackson Lewis prides itself on helping employers craft proactive legal strategies, develop robust workplace policies, and implement business-driven solutions — all designed to foster workforces that are stable, engaged, and productive. The firm's commitment to cultivating environments that emphasize belonging and respect for every employee's contribution further sets it apart in the legal industry. Jackson Lewis P.C. holds top national rankings in Labor and Employment Litigation as well as in Employment Law and Labor Law on behalf of management, according to the U.S. News - Best Lawyers "Best Law Firms" accolades.

The role of Virtual Reception & Office Services Coordinator at Jackson Lewis P.C. is a hybrid position central to supporting the firm's regional offices through a combination of remote and on-site administrative responsibilities. As a centralized virtual receptionist, this coordinator manages multi-line phone systems and provides the critical first point of contact for inbound calls, ensuring professional and efficient client and colleague interactions across multiple locations. In addition to phone responsiveness, this position covers a broad range of office services that include mail handling, courier coordination, conference room preparation, hospitality maintenance, office supply management, copying and printing functions, records management, IT support, vendor liaising, and general administrative duties.

This multifaceted role is essential to maintaining consistent and professional operations in Jackson Lewis's office environments. The successful candidate will exemplify reliability, organizational excellence, and strong interpersonal skills, welcoming clients and visitors, handling urgent situations with poise, and effectively juggling various tasks both virtually and onsite. With responsibilities stretching from greeting visitors and managing high volumes of calls to coordinating technology setups and vendor services, the role demands detail-oriented professionalism paired with a "can-do" service attitude.

Jackson Lewis P.C. offers an empowering work culture that encourages collaboration among its national offices and supports dynamic team environments. This opportunity is ideal for candidates seeking to grow within the legal services sector and develop a nuanced understanding of office operations in a top-tier law firm setting. Moreover, the firm is committed to equal employment opportunity, ensuring that all qualified candidates have fair consideration regardless of race, gender, age, disability, sexual orientation, or other legally protected characteristics. By joining Jackson Lewis P.C., a candidate steps into a stable, reputable firm dedicated to workplace law excellence and client service superiority, where the Virtual Reception & Office Services Coordinator plays a vital role in enabling seamless day-to-day operations across a distributed office network.

Job Requirements

High school diploma or equivalent
1-3 years of experience in receptionist or office services role in professional services or law firm environment
Strong experience with multi-line phone systems and high-volume calls
Excellent verbal and written communication skills
Ability to multitask and prioritize effectively
Strong attention to detail and organizational skills
Ability to work independently
Professional demeanor and reliability
Strong interpersonal skills
Proficiency in Microsoft Outlook Word and basic Excel

Job Qualifications

1-3 years of experience in a receptionist virtual receptionist or office services role in a professional services or law firm environment
Strong experience handling multi-line phone systems and high-volume call environments
Excellent verbal and written communication skills with a polished client-facing demeanor
Ability to multitask across virtual and on-site responsibilities and prioritize effectively
High attention to detail with strong organizational and follow-up skills
Ability to work independently with minimal supervision
Professional reliable punctual and service-oriented with a can-do attitude
Strong interpersonal skills and ability to collaborate across offices and teams
Proficiency in Microsoft Outlook Word and basic Excel
High School Diploma or equivalent

Job Duties

Serve as primary virtual receptionist for assigned region answering and managing high volume of incoming calls
Professionally screen route and prioritize calls to appropriate attorneys and staff across offices
Maintain consistent professional welcoming tone representing all supported locations
Greet in-office visitors and coordinate client arrivals
Receive sort screen open date-stamp log and distribute mail following protocols for sensitive materials
Process USPS UPS and FedEx shipments ensuring proper labeling and tracking
Coordinate messenger courier services confirm pickup and delivery details and track ETAs
Prepare conference rooms for meetings including setup catering coordination and technology readiness
Maintain kitchen and hospitality areas restock supplies monitor equipment and ensure cleanliness
Monitor and maintain office supply levels through weekly and monthly ordering cycles
Process rush orders as needed and coordinate with vendors
Manage inventory of marketing materials and attorney business cards
Provide copying printing scanning and document services including Bates stamping and quality control
Ensure copiers and printers are fully stocked functional and service-ready
Support digital and physical records management including scanning filing and document organization
Assist with document uploads into document management systems
Conduct daily inspections to ensure rooms are clean stocked and fully functional
Set up guest offices and return equipment after use
Maintain printers copiers and office equipment including replenishing paper and toner
Distribute office supplies and paper inventory throughout the office
Coordinate new hire setups and technology onboarding
Provide basic troubleshooting and AV support for meetings
Serve as liaison with IT helpdesk and track equipment inventory
Liaise with building management security and engineering teams
Coordinate vendor services and monitor service delivery
Track invoices receipts and expenses using systems such as Concur
Assist with administrative functions including data entry check requests and reimbursements
Provide multi-office phone coverage ensuring all calls are answered promptly and routed accurately
Welcome clients vendors and visitors in professional manner and manage visitor logs
Open the office daily and help maintain overall office readiness
Coordinate conference room scheduling setup and support
Manage incoming and outgoing mail and delivery logistics
Arrange transportation and travel-related services for attorneys or clients
Process and monitor overnight shipments and delivery confirmations
Support administrative requests including document preparation mailings and data entry
Maintain a clean organized and professional office environment
Respond calmly and effectively in urgent or high-pressure situations