Office Services Coordinator - Chattanooga, TN

POSITION: Office Services Coordinator

FLSA STATUS: Non-Exempt

DEPARTMENT: General Support

SUPERVISOR: Office Administrator

SUMMARY:

Baker Donelson is seeking a highly organized, service-oriented Office Services Coordinator to support the daily operations of our Chattanooga office. This position rotates on a bi-weekly basis between Reception and Mailroom responsibilities, providing essential support to attorneys, staff, clients, and office leadership. The ideal candidate is professional, dependable, detail-oriented, and enjoys working in a fast-paced environment where no two days are the same.

The Office Services Coordinator serves as one of the primary points of contact for visitors and employees while also helping ensure the efficient processing of mail, deliveries, supplies, events, and office logistics.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

Reception Responsibilities

• Welcome and assist clients, visitors, and vendors in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls.
• Monitor and forward voicemail messages as needed.
• Follow up with attorneys and legal support staff regarding client inquiries and repeated callers.
• Open and close the office according to established procedures.
• Schedule and reserve conference rooms.
• Manage parking validations and prepare monthly validation reports.
• Assist with key card administration.
• Prepare wiring instructions and process checks.
• Manage daily bank deposits and petty cash transactions.
• Maintain the client beverage station and common areas.
• Ensure copy rooms, break rooms, and client areas remain organized and fully stocked.
• Assist with office events, catering arrangements, and office-wide functions.
• Support office communications, newsletters, and community involvement initiatives.

Mailroom Responsibilities

• Process incoming and outgoing mail and packages.
• Coordinate mail routing and distribution throughout the office.
• Perform daily courier, court, bank, and delivery runs as needed.
• Apply postage and prepare outgoing mail for shipment.
• Maintain mailroom organization and inventory.
• Stock and replenish office and kitchen supplies.
• Monitor supply levels and communicate replenishment needs.
• Assist with stocking paper, breakroom items, and restroom supplies.
• Prepare monthly postage usage reports.
• Support general office operations and special projects as assigned.

Bi-Weekly Rotation: This position alternates between Reception and Mailroom assignments every other week to provide balanced operational support across the office.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• High school diploma or equivalent required; associate degree preferred.
• Prior experience in reception, customer service, office administration, hospitality, or facilities support preferred.
• Excellent interpersonal and communication skills.
• Strong organizational and time-management abilities.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize multiple tasks and adapt to changing priorities.
• Professional appearance and customer-focused attitude.
• Ability to lift and move packages, office supplies, and mail deliveries.
• Valid drivers license and ability to perform local errands and deliveries when needed.
• Strong attention to detail.
• Positive, team-oriented attitude.
• Ability to work independently and take initiative.
• Excellent judgment and problem-solving skills.
• Commitment to delivering exceptional internal and external customer service.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust, extreme temperatures and the like.

ADDITIONAL INFO

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

All employees are required to comply with BDBCBs information privacy and security requirements including its acceptable use policy. Such requirements are dictated by laws and regulations, by professional standards and by the marketplace and are directly applicable to BDBCB as well as to BDBCB through its clients.