Office Services Coordinator

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 to inquiries; serves as a liaison with the building engineers and staff for safety and building issues.

Job duties include:

• Answer calls and retrieve messages from AAJ main switchboard and voicemail and forward to appropriate personnel.
• Welcome visitors in person in the lobby and AAJ’s reception area and direct them to the appropriate departments.
• Performs as Inter-floor Fire Warden in case of emergency.
• 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 required.
• 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 cabinets.
• 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 DocuSign, distribute contracts after execution and maintain contract files.
• Work with vendors for first aid kits, vending/coffee machines. 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 maintenance.
• Handle all major printing jobs, such as court briefings, convention handouts and flyers, card inserts, nametags, and other necessary printing.
• 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 accounts.
• Serve as the UPS Administrator and create or delete UPS accounts for personnel.
• Serve on the social committee.
• Work on special projects throughout the year as assigned.
• Perform other duties as assigned.

Requirements:

• 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 strongly preferred.
• Advanced project and office management skills are strongly preferred.
• 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 projects.
• Strong organizational, communication and interpersonal skills.
• Self-motivated and reliable individual with the ability to communicate effectively with external and internal customers.
• Ability to independently set priorities, work on a variety of projects, and resolve issues diplomatically.
• Proficient in Microsoft Office Suite products. Prior experience in Netforum preferred.
• Demonstrated ability to interact with and provide exemplary customer service to AAJ members, staff and visitors.
• Ability to work onsite five days a week.
• Must successfully pass a criminal background check

Salary Range: $52,800-$66,000

Benefits and Perks for Working with AAJ:

• Comprehensive health insurance which includes, medical, dental, vision, life, disability, flexible spending account (FSA), and 401K with an employer match
• Generous paid leave (e.g., vacation, sick, personal, parental), 11 federal holidays, and paid time off between Christmas and New Years
• Subsidized metro transit and/or parking benefits
• Professional development opportunities
• Company social events
• Office conveniently located ½ block from Gallery Place/Chinatown metro station in downtown Washington, DC

AAJ is an Equal Opportunity Employer. No phone calls please!