Office Services Assistant

About the role

As a member of the office support team, the Office Services Assistant provides high quality office services related support.

Responsibilities

• Provide mailroom services, including sorting, distributing, collecting and metering mail and parcels on an accurate and timely basis.
• Assist with scheduling courier.
• Produce copying and printing, faxing and scanning in accordance with written or verbal request.
• Schedules outside copy services as needed.
• Responsible for appropriate set-up and cleaning of conference rooms.
• Inspect and ensure that all rooms are stocked with appropriate supplies and continuously ready for use.
• Assist with the delivery and set-up of catering needs for meetings.
• Prepare office/workstation for new hires; provide general cleaning and stock with office supplies.
• Coordinate service calls for mail/copy room equipment as needed.
• Monitor and maintain general supply levels, restock, and coordinate reordering.
• Maintain organization and cleanliness of shared office spaces, such as copy rooms, file rooms and kitchen areas.
• Performs incidental cleaning, dusting and other related tasks.
• Organize and distribute kitchen/coffee area supplies.
• May assist as a back-up in reception, greeting clients, answering in-coming calls, scheduling of conference rooms.
• Serve as a back up to Records Department.
• Work with Office Administrator to provide on-site assistance to the Information Services team.
• Other duties as assigned.

Requirements

• High School diploma or equivalent required.
• 1-3 years of experience in an office support or administrative role; prior law firm experience preferred.
• Work Environment & Physical Demands: This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Requirements: Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

Skills

• Ability to lift up to 50 lbs of office-related equipment and supplies.
• Ability to perform tasks in a timely manner with a high degree of accuracy and attention to detail.
• Ability to prioritize workload.
• Strong customer service skills and ability to maintain positive working relationships with clients, attorneys and support staff.
• Adheres to strict confidentiality, timeliness and accuracy of all related work.
• General knowledge of Microsoft Outlook email and the internet required.
• Knowledge and experience running office equipment (copiers, scanners, fax machine).
• Understanding of US Postal Service and express mailing (FedEx, UPS, etc.).