Office Services Assistant

• Handling complex copy projects for attorneys, clients, and staff; coordinate incoming copy jobs to ensure all copy jobs are scheduled and completed on time; can include binding and hole punching; review work for accuracy and quality; responsible for the delivery of copy jobs back to the requesting party; DVD and CD duplication; operate all equipment within the Department in an efficient manner with quality standard performance
• Sort and distribute incoming mail, including express and courier deliveries
• Process outbound mail and vendor/courier packages, ensuring all packages are tracked
• Assist with preparation of offices and work areas being assigned to new or relocated employees, including stocking supplies, obtaining a chair, ordering and installing the nameplate, moving files, assisting with furniture setup, and confirming complete setup prior to the employee’s arrival date
• Set up and break down conference rooms with hot and cold beverage setups, ensuring all meeting spaces are prepared with the necessary refreshments.
• Coordinate and set up hot and cold meals in conference rooms as ordered by the reception team, ensuring timely and accurate delivery.
• Set up meeting spaces with attention to detail, ensuring a comfortable and well-prepared environment
• Communicate with reception for any last-minute IT or catering requests
• Regularly check conference rooms, reception, lunchroom, and pantry spaces for cleanliness
• Maintain supply inventory, place orders, organize supply storage, and restock to maintain a well-prepared environment
• Play a contributing role in planning and executing office/client events
• Support special projects and programs as directed, ensuring their success
• Serve as backup for requesting visitor passes for guests and vendors
• Proficient in various software applications, including Microsoft 365, Adobe Professional, and Print Conductor.
• Provide backup support, as needed, to the Reception desk
• Maintain a punctual schedule and regular attendance
• Other administrative and support responsibilities as requested

Join us if you have:

• 2+ years related work experience in office support, customer service, and copy or mailroom environment
• Proficient in using computer and standard office applications; such as, fax machines, copiers, scanners and phones
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred
• Possess excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills
• Able to work effectively in a team-oriented, service environment
• Able to learn and manage multiple projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs
• Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate
• Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format
• Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance
• Able to lift 50 pounds, be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart)
• GED/High School Diploma required; advanced education preferred
• Able to read and write English proficiently
• Able to work extended hours or periodically change hours if needed
• May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed

Who We Are

What’s in it For You?

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution