Business Services Coodinator

The Business Services Coordinator supports the day-to-day administrative and operational needs of the firm and serves as the lead administrative resource for the office. This position is responsible for ensuring that the firm’s offices run smoothly, administrative needs are addressed promptly, and routine business services tasks are completed accurately and efficiently. The Business Services Coordinator provides direction and support to reception and administrative staff while partnering closely with the other members of the Business Services team.

The ideal candidate is a highly organized, proactive, and service-oriented professional who takes ownership of responsibilities and follows through on commitments. Success in this role requires strong communication skills, sound judgment, attention to detail, and the ability to balance competing priorities while anticipating needs and resolving problems. The right individual is comfortable providing direction to others, building positive working relationships, and collaborating across teams to keep operations running efficiently.

POSITION RESPONSIBILITIES

Office Administration & Facilities

• Oversee the day-to-day administrative operations of the firm’s offices
• Serve as the primary point of contact for routine office and facilities’ needs
• Coordinate repairs, maintenance, cleaning, deliveries, and other facility-related services
• Monitor office supplies and coordinate ordering and inventory
• Ensure common areas, conference rooms, reception areas, and other shared spaces are professional, organized, and appropriately supplied
• Coordinate with vendors regarding routine service appointments and office needs
• Identify office issues and resolve them independently when appropriate or escalate them to the Operations Manager when necessary
• Identify opportunities to improve office procedures, administrative workflows, and operational efficiency
• Assist with office moves, buildouts, renovations, and other facilities projects as directed by the Operations Manager and Business Services team

Reception & Administrative Team Support

• Serve as the day-to-day operational lead for reception and designated administrative staff, coordinating coverage, providing procedural guidance, and helping ensure consistent administrative practices.
• Coordinate reception coverage, lunches, PTO coverage, and other scheduling needs
• Provide training and support to reception and administrative
• Ensure telephone, visitor, mail, conference room, and front-office procedures are consistently followed
• Help troubleshoot routine administrative issues and escalate performance or personnel concerns to the appropriate manager
• ·Assist with onboarding and training new reception and administrative employees

Business Services Support

• Provide administrative support to the Business Services team
• Schedule meetings and events, coordinate calendars, and assist with meeting logistics
• Prepare agendas, take meeting minutes, document action items, and follow up on outstanding tasks
• Maintain administrative records, directories, vendor information, and internal documentation
• Assist with data entry, reporting, document preparation, and other administrative projects
• Coordinate firmwide meetings, trainings, and internal events
• Assist with scheduling and logistics for employee training and professional development
• Assist in coordinating external marketing events, including scheduling, materials, and logistics
• Support Business Services leadership with special projects as needed

Employee Onboarding & Offboarding

• Coordinate administrative portions of employee onboarding
• Prepare workspaces and coordinate equipment needs
• Request email, software, phone, and system accounts
• Coordinate building access, keys, parking, and other office access
• Maintain onboarding checklists and ensure administrative tasks are completed before an employee’s start date
• Coordinate administrative offboarding tasks, including account closure, equipment return, keys, and access removal

• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and follow tasks through to completion
• Strong attention to detail
• Comfortable providing direction and guidance to administrative employees
• Ability to exercise good judgment and determine when issues should be escalated
• Strong customer-service orientation and professional demeanor
• Strong interpersonal skills with the ability to show empathy and patience
• Proficiency with Microsoft Office and ability to learn new technology and software systems, * High school diploma or equivalent required; bachelor’s degree preferred
• 2-5 years of administrative, office management, operations, or professional-services experience preferred
• Experience in a law firm or other professional-services environment preferred
• Experience coordinating administrative staff, office operations, or cross-functional activities preferred

• Work in a collaborative environment where your contributions matter
• Grow your career with a firm that values mentoring, professional development and continuing education
• Partner with an interdisciplinary team of attorneys, elder care coordinators, legal assistants, paralegals, administrative professionals, and business service team members
• Benefit from integrated technology and AI tools focused on improving efficiency
• Support meaningful work serving individuals and families during important and often difficult life transitions
• Join a strong firm culture focused on compassion, professionalism, collaboration, innovation, and excellence

EMPLOYEE BENEFITS

• Competitive compensation
• Comprehensive health benefits package
• 401(k) plan with 4% company match
• Thirteen paid holidays and discretionary time off policy
• Company-paid short-term and long-term disability coverage
• Company-paid life insurance in the amount of $50,000
• Complimentary estate planning services for employees and their spouses

www.dillman-owen.com, * 401(k) matching

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Dillman & Owen Estate and Elder Law is a growing and dynamic law firm dedicated to serving the legal, financial, and care needs of aging individuals and their families. We specialize in elder law, estate planning, guardianship, probate, real estate, and litigation. Our team is committed to delivering exceptional client service through collaboration, compassion, and professional excellence.