Office Services Coordinator I

Job Description

Fragomen, an AmLaw 100 firm, is seeking an Office Services Coordinator for our San Diego office.

The Office Services Coordinator I provides administrative and operational support across the office, with a focus on immigration case filings, document processing, office services, and day-to-day administrative needs. This role works closely with staff to ensure case materials and office operations are handled accurately and efficiently.

The Office Services Coordinator must be able to communicate effectively with entire staff and will serve as an integral function on the Office Services team.

Responsibilities Include:

• Provide administrative and operational support for immigration case filings
• Assist with preparing, organizing, and assembling case materials for submission
• Maintain accurate case records, trackers, and filing documentation
• Process and organize incoming case-related documents and materials
• Coordinate filing activities and communicate case updates across the team
• Prepare regular status reports to support workflow tracking and case management
• Responsible for going to Post Office to pick up mail and deliver packages and boxes to the appropriate departments
• Assist with immigration mail (Daily); copying, scanning and distributing to legal teams
• Assisting with large copying projects for various departments
• Responsible for securing groceries for the office
• Set up and break down in office events, lunches & celebrations
• Responsible for stocking kitchens, supply room, printers & copiers
• Assist with fax/copy machine troubleshooting
• Additional projects and duties on an ad hoc basis
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Answering, screening and forwarding any incoming phone calls while providing basic information when needed
• Act as lead person responsible for scheduling all Training & Conference Room bookings
• Monitor visitor access (via logbook) and maintain security awareness

Qualifications:

• Previous office services experience preferred
• Strong interpersonal skills and the ability to communicate effectively with employees at all levels
• Experience using various models of copy machines, scanners, fax machines, postage machines, etc.
• Strong Organizational Skills and Time Management skills
• Word and Excel Experience and experience writing professional emails to staff members at all levels
• Ability to work in a fast-paced environment and manage conflicting priorities
• Ability to perform offsite duties, including picking up mail from the post office, buying office supplies etc.
• Strong attention to detail

Benefits:

At Fragomen, we know that great people make a great organization. We value our people and offer employees a broad range of benefits which includes:

• 22 PTO days + Federal holidays
• Medical, Dental, and Vision plans + FSA & HSA Plans
• 401K plan, with company matching

All offers of employment are contingent upon the successful completion of the Firm’s pre-employment screening process. This includes verifying the candidate’s identity, confirming legal authorization to work in the United States for the offered position, and conducting a comprehensive background check. In some cases, IT vetting and onsite onboarding may also be required prior to employment.

Compensation:

The salary range for this role reflects a variety of factors considered in compensation decisions, including but not limited to an individual’s skills, experience, qualifications, work location, work arrangement, licensure and certifications, and applicable laws. Placement within the range will vary based on these factors, and compensation decisions are made to ensure internal equity and alignment with market data.

A reasonable and good-faith estimate of the current salary range for individuals able to work in the office locally is:

You may also be eligible to take advantage of our benefits offering, 401K, and paid time off plans.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI-assisted tools for administrative screening purposes only - never for decision-making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.