Office Services & Intake Coordinator

**Exemption Status**: Non\-Exempt **Remote Options/Office Hours**: On\-Site **Classification**: Administrative Support **Reports To**: Director of Operations **Summary of Position**: The Office Services \& Intake Coordinator is an integral member of the Operations department and serves as the Firm's first point of contact for clients, vendors, and other visitors. This role supports smooth daily office operations by managing incoming communications, mail and deliveries, shared space logistics, and administrative coordination. In addition to front desk responsibilities, this role provides essential support to the Intake Department. Duties include managing incoming calls and creating client records in the practice management system, following up with clients regarding representation agreements and deposit collection, and performing conflict checks to ensure new matters are properly cleared. The Office Services \& Intake Coordinator also serves as backup to the Intake Specialist, helping ensure continuity and responsiveness during the critical early stages of the client relationship. JKZ employees are expected to “Think Outside the Box,” applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. The Office Services \& Intake Coordinator is expected to model and uphold JKZ's mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard. **Direct Reports:** N/A **Essential Duties and Responsibilities, including but not limited to**: **1\. Client \& Visitor Support** * Greet and assist clients, guests, vendors, and other visitors. * Retrieve client documents and packages from the lobby. * Coordinate and calendar internal and external meetings. * Ensure professional and positive first impressions at all points of contact. **2\. Front Desk \& Communication Management** * Answer, screen, and route incoming telephone calls. * Receive, distribute, and forward voicemail and fax messages. * Serve as a primary point of contact for general office inquiries. **3\. Office Operations \& Facilities Support** * Liaise with building management on facilities and service matters. * Ensure conference rooms are properly set up and restored after meetings. * Responsible for all incoming and outgoing mailings, supply stocking, and shared space maintenance. * Ensure conference rooms are prepared prior to all meetings. * Responsible for overall office cleanliness and supply organization. **4\. Administrative \& Departmental Support** * Support administrative tasks and special assignments as needed to ensure smooth office operations. * Support Operations with marketing related events held in\-office. **5\. Prospective Client Intake \& Screening** * Evaluate prospective client inquiries and field incoming phone calls. * Conduct initial intake conversations to assess prospective client needs. *