Office Services Assistant

Description/Job Summary

The Office Services Assistant is responsible for performing a variety of administrative and facilities maintenance duties in the office, including providing general office support to attorneys, groups and departments as needed. The hours are Monday-Friday, 9:30 a.m. - 6:00 p.m., but flexibility to work additional hours as needed is required. The duties of the Office Services Assistant may change as the needs of the office and the Firm change.

Responsibilities/Duties

Reprographics

• Operate and maintain high speed duplicating machines
• Copy, print, scan or bind hard copy and electronic documents of various sizes and colors
• Download copy jobs from printer holding queue, servers, links, drop boxes or emails as well as uploading finished products
• Electronically cut/paste scanned graphics to create and design artwork for Firm closing deliverables
• Perform Excel formatting, file merging, reductions, conversions, book marking, and hyperlinking
• Bind hard copy productions (i.e. Velo, Spiral, Wire, Acco and 3-ring)
• Collate, assemble, cut and staple duplicated materials
• Number physical documents or electronic files
• Create labels for use with titling various forms of binding, folders or redwelds
• Create fully customizable tabs
• Copy, scan and print large maps or blue prints
• Create miniature versions of standard size books or documents
• Quality check work for accuracy to uphold the standards of service and best practices set forth by the department
• Maintain and log records of work performed
• Input billing information from completed job tickets into billing capture system
• Conduct routine maintenance on copy machines, restock area with supplies and shred documents as needed
• Pick up/deliver work or supplies as needed
• Perform other duties as assigned

Office Services

• Monitor and respond to incoming email requests
• Provide quality reproduction of all materials submitted by end users, including binding/finishing (drilling, cutting, folding, hole-punching, laminating) stapling using digital, high-speed copiers and document production equipment
• Complete service request tickets with minimum instructions
• Demonstrate flexibility in satisfying customer demands in a high volume, production environment
• Troubleshoot jams and perform normal key operator preventative maintenance on copier/printer machine fleet
• Maintain logs of office services equipment usage and maintenance and request technical support when needed
• Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
• Maintain and organize floor copy rooms, adding supplies as needed
• Check paper levels on printers/copiers on a daily basis and replenish as needed

Office/Desk Moves

• Assist with internal personnel moves
• Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)

Mail Room

• Receive, log deliver incoming packages (Fedex, UPS etc.)
• Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
• Meter outgoing mail
• Retrieve and sort incoming mail from post office/postal box
• Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
• Maintain postage log for outgoing mail
• Keep mail supplies stocked
• Complete and log fax requests

Facilities

• Walk space throughout the day to review operation of equipment, furniture and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
• Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
• Prepare offices for visitors and new hires

Conference Services

• Assist with conference room furniture configuration
• Daily Conference room checks (supplies, cleanliness, furniture damage, carpet stainsetc.)

Miscellaneous

• Assist with additional conference service matters as needed
• Assist Administrative Team with special projects and tasks
  
• Perform other duties as assigned

Required Skills

• Ability to effectively present information verbally and in writing.
• Basic math skills: addition, subtraction, multiplication, division.
• Strong attention to detail.
• Ability to follow directions and work independently with limited supervision.
• Working knowledge in MS Word, Excel and Outlook.
• Proficient in the use of document reprographics equipment such as high speed copiers, scanners, facsimile machines, binding equipment, large capacity hole punch and paper cutters, etc.
• Working knowledge of ServiceNow request management portal
• Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment.
• Ability to use diplomacy and discretion. Must act with professionalism at all times.
• Strong customer service skills.
• Client-focused with the ability to provide customer service in a professional manner.
• Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks.
• Ability to travel to downtown DC office on a daily basis.
• Business casual attire required on a daily basis. Professional attire occasionally required for special events.

Required Experience

• Minimum 1 to 2 years of experience in an office environment required.

Preferred Experience

• Prior experience in a law firm is strongly preferred.
• Experience with EMS is preferred.

Required Education

• High School diploma or GED equivalent required.

Details

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