Office Services Supervisor - DC

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.

With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development – providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.

We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences – whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.

Role purpose
The Office Services Supervisor is responsible for the day-to-day operations and staff of the Mailroom and Duplicating department as well as the Facilities staff. They will serve as the point person on-site for customer issues and ensure customer expectations are met. They will set schedules, motivate staff, and keep an organized and efficient workplace.
This is a hands on role and will also include performing the general duties of an Office Services Clerk such as; duplication of documents and supervision and maintenance of copy machines, sending and receiving telefax documents and routing them to appropriate parties and assisting in maintenance tasks such as meeting set-ups or office moves when needed. Observation and confidentiality in all client and firm matters are required.

Job description
DUPLICATING:

• Receive, complete and deliver all duplicating requests in a timely manner. (e-mailed or walked-up)
• Provide appropriate client/matter numbers to all jobs.
• Complete Duplicating Request forms for all jobs if not provided.
• Quality check all completed jobs before returning to requestor.
• Process and handle all binding and presentation requests whether completed internally or outsourced.
• Utilize Job Tracking System (future) for all requests.
• Maintain and order supplies as requested and approved by the Office Manager.

MAIL:

• Sort & distribute daily incoming U.S. mail.
• Receive, login (in Received Mail log ) & distribute any packages from FedEx, UPS, DHL etc. as soon as possible
• Circulation of interoffice mail. (Picking up & delivering to IN & OUT boxes).
• Post any outgoing U.S. mail by using Postage.com website.
• Processing outgoing courier packages, using FedEx, UPS, DHL etc.
• Ensure every FedEx, UPS, DHL job has appropriate client/matter number listed on airbill so they will get input into invoices.
• Delivering or arranging for delivery of "by hand" packages.

PANTRY/CATERING/CONFERENCE ROOM SET-UP:

• Conf room set up and break down as directed including meeting supplies and food and beverage.
• Maintain pantries and coffee stations including loading, running and emptying dishwashers, garbage removal, overall cleanliness and restocking as necessary.
• Order supplies as requested and approved by the OM.

OFFICE/FURNITURE MOVES:

• Perform office content moves as requested and directed.
• Light to medium weight furniture moves including chairs, bookcases, file cabinets, small conf tables etc.
• Coordinate heavy weight or large furniture moves with an outside vendor as requested and approved by the OM.
• Coordinate the relocation of furniture/property for new joiners or leavers.
• Assist in packing/unpacking new joiner or leaver.
• Oversee furniture brought into office from moving company or furniture vendor.

GENERAL MAINTENANCE:

• Daily walk through in all common areas to notice repairs or clean up needed.
• Set up and clean out visitor offices as needed.
• Scheduling & overseeing of office repairs with contracted vendors.
• Handling of minor office repairs.
• Maintaining a log of current & future tasks.
• Maintaining inventory list of used & stored furniture.
• Some furniture assembly.
• Maintaining all First Aid kits & scheduling refills.
• Installing keyboard trays.
• Hanging pictures & dry erase boards.

Key requirements

• Minimum of 10 years of experience in similar role, at least 5 years of supervisory experience.
• Knowledge of MS Word and Excel
• Flexible schedule
• Ability to work Overtime
• High accuracy rate and strong attention to detail

Who we are looking for:

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
• Maintain tact and diplomacy, trust and confidentiality
• Exhibit strong professional communication skills, both oral and written
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Take responsibility with regard to team-building and providing a supportive environment to colleagues
• Ensure familiarity and compliance with A&O standard operating procedures and any group-specific procedures
• Take responsibility for ensuring personal development and IT skills are maintained and improved
• Someone who is open to handling any task, from small to large