Office Services Clerk

Description

The Office Services / Facilities Clerk is responsible to assist in maintaining the built environment and assuring a safe and comfortable workplace for attorneys, staff, clients and guests. In addition, this position assists with copy/fax/reproduction, hospitality, reception, records, and overall office service operations.

Essential Duties and Responsibilities:

• Maintain the proper general appearance of the office, which includes regular inspections of the office and taking proper action to prevent or correct as needed.
• Responsible for ensuring that the Building's cleaning vendor properly maintains the cleanliness of the facility.
• Responsible for maintenance and repairs necessary to maintain a safe and comfortable work environment.
• Responsible for coordinating all office moves with the Office Manager and Director of Office Services & Facilities.
• Setup office space for newly hired attorneys and staff.
• Repair office furniture (i.e., chairs, desks, and file cabinets) as needed.
• Performs light bulb replacements as necessary.
• Ensures all office equipment is working properly. Performs and/or schedules preventative maintenance, as needed.
• Coordinates with vendors regarding services as directed by the Office Manager.
  Coordinates with building management regarding all building services.
• Responsible for maintaining warranties and information pertinent to preventive maintenance systems. (HVAC air conditioners)
• Check AEDs and complete monthly report.
• Performs the daily mail/fax/reproduction room functions, and maintains a high level of service.
• Assist with setup, testing, and monitoring of audio and video conference calls firm wide, as needed.
• Assist with the operations, maintenance, and troubleshooting of the video/audio conferencing systems.
• Assist users and Office Services staff firm wide with audio, video, and phone support and troubleshooting.
• Assist with ordering and ensuring that adequate supplies for the supply and conference rooms are in place. Obtain quotes for appropriate products and services for Office Manager approval.
• Responsible for timely cost recovery exception editing, and soft costs submissions.
• Assist with creating user accounts and supporting users in various applications (i.e., fax, postage).
• Assist with reception duties (i.e. answering and transferring phone calls, handle messaging/service requests in an efficient and professional manner, greeting visitors, scheduling conference rooms, and scheduling and coordinating audio/video conferences).
• Assist with tasks and projects, as needed, by the Office Manager and Director of Office Services & Facilities.

Requirements

Education and Experience Required:

• High school diploma or G.E.D.
• Some college or trade school preferred.
• Prior office services and building maintenance experience a plus.
• Prior video conferencing experience a plus.
• Prior mailroom, reproduction, and records experience a plus.
• Prior experience in a law firm environment a plus.
• Prior hands-on experience with audio visual and VOIP systems including hardware and software troubleshooting, maintenance, and support.

Qualifications and Skills Required:

• Strong organizational skills.
• Excellent verbal and written communication skills with the ability to interact with all levels of attorneys, management, and staff.
• Proficient computer skills in Microsoft Outlook, Word, and Excel.

Performance Measures:

The Office Services / Facilities Clerk shall be evaluated by the Office Manager and Director of Office Services & Facilities based on the following performance criteria, which are subject to change with notice:

• Ability to work in a high volume, service oriented environment.
• General office appearance.
• Ability to provide excellent customer service, and make it a priority.
• Effective response and follow-up of problems.
• Ability to monitor maintenance schedules with vendors.
• Professionalism in dealing with attorneys and support staff.
• Ability to be proactive and handle tasks without being told every detail.
• Ability to work in a team environment.
• Ability to prioritize, multi-task, and organize the workload.
• Ability to adhere to schedule, policies, and procedures.
• Ability to maintain and update records and documentation.
• Ability to meet tasks and project deadlines and use time wisely.
• Ability to handle tasks assigned by the Office Manager and Director of Office Services & Facilities.