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Position Summary
The Coordinator, Office Administration, is responsible for supporting the day-to-day operations of the office by delivering exceptional customer service and ensuring an efficient, well-organized workplace. This highly collaborative role requires a detail-oriented, adaptable professional who can effectively prioritize competing responsibilities while coordinating office services, conference services, facilities, meetings, and visitor support. The coordinator plays a key role in maintaining a seamless office experience for attorneys, staff, clients, and visitors.
Essential Duties and Responsibilities
Typical responsibilities include, but are not limited to, the following:
Manage conference room scheduling, ensuring rooms are booked, clean, and fully prepared for meetings.
Coordinate conference room services, including catering, IT support, facilities, and other meeting logistics.
Oversee visitor offices, including reservations, administrative support, car service, messenger service, and supply management.
Schedule recurring departmental meetings and luncheons.
Provide reception support as needed, ensuring calls and visitors are handled professionally.
Generate daily reports related to visitors, catering services, meetings, and events.
Partner with the Director of Administration (DOA) on workplace operations, staffing updates, scheduling changes, and process improvements.
Conduct weekly reviews of upcoming conference room and visitor reservations.
Enter visitor information into the security system, validate guest parking, and coordinate temporary building access.
Collaborate with the events team to identify venues and assist with planning firm events.
Provide on-site event support, including site visits and event coordination.
Help ensure the physical workplace operates efficiently by partnering with the DOA on office operations.
Coordinate with building management, engineers, and vendors to identify and resolve facility issues.
Manage vendor relationships, ensuring Certificates of Insurance (COIs) are current and coordinating routine maintenance and inspections.
Lead office and building shutdown procedures when required.
Oversee office supply inventory, ordering, storage, and distribution.
Monitor the office for maintenance issues (e.g., leaks or repairs) and coordinate timely resolution with building management and vendors.
Assist with employee seating assignments, office moves, and space planning initiatives.
Support long-term office space planning projects.
Coordinate pantry services, including water, coffee, beverages, and snacks.
Partner with the copy center to maintain appropriate inventory levels of paper and toner and ensure equipment maintenance schedules are followed.
Qualifications/Position Requirements
Demonstrated experience coordinating meetings, events, conference services, and executive or client-facing support.
Strong organizational and project management skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills with a strong customer service orientation.
Experience working with vendors, building management, and cross-functional teams.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
Strong attention to detail and a proactive approach to identifying and resolving workplace issues.
Ability to lift and move office supplies or meeting materials as needed and occasionally work outside of standard business hours to support meetings or events.
Education and/or Experience
Bachelor's degree preferred or equivalent combination of education and relevant workplace or facilities experience.
3–5 years of experience in office administration, workplace operations, facilities, hospitality, or a related field, preferably within a professional services or law firm environment.
Compensation
The expected base salary for this position ranges from $70,000 - 80,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.