Office Services Coordinator

About the job

We are Gottlieb & Greenspan — a growing boutique law firm in Bergen County with a collaborative team and a workplace grounded in our core values: we are ethical, respectful of all people, accountable, positive and fun, driven, and committed to excellence.

The Office Services Coordinator is responsible for ensuring the smooth day-to-day operation of the office and serves as a key operational partner to the Human Resources team. This role helps maintain a professional, efficient, and welcoming work environment while providing administrative, facilities, and HR support. The Office Services Coordinator also plays a critical role in supporting office growth initiatives, relocations, and other special projects.

Office Operations & Facilities

• Oversee daily office operations to ensure an organized, efficient, and professional workplace.
• Manage facilities-related needs, including kitchen upkeep and replenishment of office and breakroom supplies.
• Track inventory levels and coordinate the ordering of office supplies, equipment, and related resources.
• Coordinate with vendors and service providers for HVAC, plumbing, cleaning, building maintenance, and contractor services.
• Serve as the primary point of contact for routine facility issues and office-related requests.
• Maintain shared workspaces, conference rooms, and common areas to ensure cleanliness and functionality.

Safety, Security & Access

• Manage office access, including assigning, updating, and maintaining door codes and building access credentials.
• Support office safety and security procedures and assist with related compliance initiatives.

Front Desk & Communications

• Answer incoming phone calls and emails, directing inquiries to the appropriate departments or personnel.
• Welcome visitors, clients, vendors, and guests, ensuring a professional and positive first impression of the organization.
• Coordinate visitor access and meeting room arrangements as needed.

Administrative & Departmental Support

• Provide administrative and clerical support across departments, including scheduling, calendar management, mail distribution, and document coordination.
• Assist with office equipment coordination, troubleshooting, and maintenance requests.
• Support leadership and key personnel with meeting coordination, travel arrangements, and appointment scheduling, as needed.