Office Services Clerk

Employee Type Non-Exempt FT Required Degree High school 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. 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. #J-18808-Ljbffr