RESPONSIBILITIES:

• Provide reception services by greeting visitors, setting up and cleaning conference rooms, receiving and recording deliveries, and maintaining the office conference room calendar.
• Provide catering services to the office by ordering food for meetings and Breakfast Briefings as requested by the Office Administrator or attorneys.
• Pick up, sort and scan daily mail and daily courier deliveries; process outgoing mail by weighing mail, determining appropriate postage, and operating the postage meter.
• Operate standard office machinery including laptops, copiers, multi-function printers and postage meter. Act as the contact person for reporting problems with these machines and contact service providers as appropriate with approval from the OA or OMS.
• Order supplies for the office, including kitchen refreshments, office supplies and firm stationary from approved vendors.
• Assist Office Administrator with coding invoices and creating check requests.
• Assist secretaries and attorneys with filing, both hard copy and electronic, by preparing subfile labels, creating file folders as requested, maintaining hard copy files, and scanning documents into Net Docs as requested.
• Maintain office file records using File Trail, including preparing files to be sent off-site and calling back files from off-site storage.
• Serve as liaison with building management regarding local maintenance issues/repairs including light bulb replacement, kitchen and bathroom issues, and other facility related issues.
• Performs necessary tasks and duties required daily to maintain a tidy kitchen, office services, and reception area, including loading/unloading dishwasher, stocking refreshments and wiping down counters and tables.
• Assist secretaries and attorneys with administrative, client matter tasks and projects, and other administrative/clerical tasks, as requested. Print and assemble binders as requested.
• Responsible for setting up offices and workstations for new hires with necessary supplies. Assist IT Regional with computers when necessary.
• Regular and predictable attendance in the office is an essential function of the job.
• Other duties may be assigned.

QUALIFICATIONS:

• Ability to read and write at a level normally acquired through the completion of high school in order to maintain records and filing system.
• Minimum of 3 years on the job experience within a law firm and/or office environment in order to gain an understanding of office policies and procedures and effectively operate equipment with minimal supervision.
• Ability to sort and organize documents for copy jobs.
• Must have strong knowledge of MS Word, Excel and Outlook.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary in order to communicate by email and telephone to provide information in an appropriate business manner.
• Must be able to work independently, be proactive, complete assigned tasks, and perform duties with minimal supervision.
• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.
• Ability to operate, maintain and stock supplies for standard office equipment, including laptops, printers, photocopiers and telephones.
• Work may require irregular hours, and occasionally require more than 40 hours per week to perform essential duties of the position.
• Must be courteous, cooperative, and work collaboratively with support staff, paralegals, and attorneys.