Office Services Assistant

Office Services Assistant

The Austin Office of Baker Botts LLP is currently seeking an Office Services Assistant. The candidate will perform a variety of messenger and inside delivery duties to ensure timely distribution of messages, mail, printed materials, supplies, coordinates/assists in print/copy/scan requests. This position also handles a variety of Conference Services duties including conference room set-ups, food presentations, stocking kitchens and maintaining a clean environment and providing superb service to clients, visitors and internal customers. This is a full-time, non-exempt position requiring a five-day work week. Flexibility for additional hours is required when necessary.

Primary Responsibilities

• Sort and deliver mail and printed materials on assigned floors. Pick up and deliver interoffice mail on assigned floors.
• Print copy job requests along with scanning and faxing. Knowledge of GBC binding and spiral binding is preferred.
• Act as backup for the receptionist and other messengers when necessary, including covering vacations and lunch hours.
• Must be proficient in Outlook and Microsoft Office. Must keep detailed logbooks for FedEx, U.S. Certified Mail, UPS, hand deliveries and tasks completed on site.
• Perform a wide variety of Conference Services tasks. Set up and break down conference meetings and rooms. Set up and break down catering for conference meetings.
• Reconfigure chairs and tables for conference meetings.
• Keep all kitchens and conference rooms well stocked, orderly and clean. Operate coffee brewing machine and dishwasher. Some hand washing will be necessary.
• Keep office supplies stocked and orderly. Order supplies.
• Provide support for front desk phone coverage and process conference room requests.
• Perform miscellaneous job-related duties as assigned by supervisor/manager.

Required

• High school diploma required; College degree a plus.
• One-year minimum experience in customer service, law firm experience preferred.
• Ability to communicate effectively, both orally and in writing. This includes drafting professional e-mails to lawyers, staff and visitors.
• Ability to maintain confidentiality of information.
• Must have a sense of organization and be able to multi-task at all times.

Extent of Contact

• Extensive daily contact with lawyers, staff and colleagues.
• Frequent contact with outside media contacts, vendors, and platform representatives

Physical Requirements

• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Must be able to function in a standard office environment.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• Ability to retrieve and distribute print volumes, push and pull packages, and books weighing up to 50 pounds or more and ability to retrieve and replace objects from shelves of up to 8 feet high.
• Able to lift up to 30 pounds, move full file boxes with the use of a hand truck and able to push carts with supplies from one area to another. May also require the ability to lift, squat, kneel and bend as well as use a step ladder. May require some office furniture moving within space and familiarity with hand tools. Some objects in the kitchens and conference rooms may be located in obscure or high places. Must be able to use elevator.

Working Conditions and Environment

• This role is performed 100% in the Austin office.
• Work is normally performed in a standard work environment, but may, on occasion, involve moderate exposure to dust, dirt, and/or extreme temperature.
• Position is full-time and requires a five-day work week and standard hours as outlined in the firm policy manual. Must be available to work overtime, to perform the essential duties of the position.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other basis protected by federal, state, or local law.