Office Services and Events Assistant

About the role

Under the direct supervision of the Columbus Office Administrator, and according to established policies and procedures, the Office Services and Events Assistant is responsible for a variety of office services duties. Maintains positive contact with clients, attorneys, and staff and observes confidentiality of client and firm matters.

Responsibilities

• Provide IT support to the office including troubleshooting equipment, replacing computer items, and working with IT personnel in other offices to manage any necessary updates and/or connections.
• Process invoices and expense reimbursements in the Emburse system.
• Maintain office personnel lists, including keycard security lists, office layouts, assignment lists, and others.
• Provide receptionist support during scheduled breaks and lunch hours; also support reception station if the receptionist is on vacation or leave.
• Assist with managing kitchen and office supply inventories; stock supply rooms and refrigerators.
• Stock photocopy machines with supplies; maintain relationship with office machine supply vendors, order necessary supplies, and call in service when necessary.
• Assist with set up and break down of conference rooms for meetings, including setting up office supplies and food items, and occasional after-hours support when necessary.
• Assist with any maintenance requests and scheduling, and maintain relationships.
• Clean visitor offices after each use and workspace/offices of departed employees, including removing personal belongings, name plates, etc., and prepare for new hires and visitors.
• Assist with overflow legal activities including but not limited to printing documents, preparing mailings, compiling binders, conflicts checks, file creation, and more.
• Perform closing duties of all office areas.
• Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Qualifications

• Excellent telephone skills, verbal and written communication skills, Microsoft Office skills, professionalism, customer focus, flexibility to assist with what is needed, organization, informing others, proofreading, basic accounting, and typing.
• Ability to read, write, and follow basic directions.
• Approximately one to two years of on-the-job experience as a receptionist, office assistant, or secretary to gain an understanding of law office policies and procedures with minimal supervision.
• Ability to organize and prioritize numerous tasks and complete them within established time constraints. Consult with firm administrator and attorneys when priorities conflict.
• Interpersonal skills necessary to communicate in person, by e-mail, and telephone to provide information with ordinary courtesy, ease, and tact.
• Ability to produce a high volume of work, requiring high mental competency, while performing other essential duties.

Schedule

• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; position may require non-standard hours.

Working Conditions

Normal law office environment with little exposure to excessive noise, dust, temperature, and the like.

Ability to lift boxes and other items up to 40 lbs.