Office Services Assistant

Office Services Assistant

As a member of the office support team, the Office Services Assistant provides high quality office services related support. Essential functions include providing mailroom services, including sorting, distributing, collecting and metering mail and parcels on an accurate and timely basis. Assisting with scheduling courier, producing copying and printing, faxing and scanning in accordance with written or verbal request, scheduling outside copy services as needed, responsible for appropriate set-up and cleaning of conference rooms, inspecting and ensuring that all rooms are stocked with appropriate supplies and continuously ready for use, assisting with the delivery and set-up of catering needs for meetings, preparing office/workstation for new hires; providing general cleaning and stock with office supplies, coordinating service calls for mail/copy room equipment as needed, monitoring and maintaining general supply levels, restocking, and coordinating reordering, maintaining organization and cleanliness of shared office spaces, such as copy rooms, file rooms and kitchen areas, performing incidental cleaning, dusting and other related tasks, organizing and distributing kitchen/coffee area supplies, assisting in reception, greeting clients, answering in-coming calls, scheduling of conference rooms, assisting with Records Department, maintaining and securing records in accordance with established Firm policies and procedures, managing the inventory of records onsite and off-site storage and coordinating all file transfers, including indexing, box pickups, and retrieval requests via the RIM (Records and Information Mgmt.) application, phone, and email.

Additional functions include working with Office Administrator to provide on-site assistance to the Information Services team. Other duties as assigned.

Qualifications (experience, knowledge, skills and abilities): Education: High School diploma or equivalent required. Experience: 1-3 years of experience in an office support or administrative role; prior law firm experience preferred. Knowledge, Skills, & Abilities: 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.).

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.