Office Services Assistant

HOSPITALITY- Scheduling and monitoring conference room scheduling software- Conference room set up and clean up, including monitoring conference room schedule and maintaining a schedule of all internal and external meetings- Assist Administrative Manager with catering orders and set up of the same.- Monitor kitchen and catering equipment and coordinate maintenance and service calls.- Monitor inventory of supplies for kitchen and pantries and place order requests.- Stock, organize, and maintain catering kitchen, coffee bars and gathering areas.- Assist with catering deliveries and logistics (i.e. last minute lunch pick-ups within walking distance, etc.); retrieval and deliveries to vehicles as needed.- Assist with internal and external in-person event preparation.- Oversee and maintain conference room/center appearance.FACILITIES- Assist Administrative Manager with facilities management.- Meet with maintenance vendors as needed.- Assist with general office appearance, including office furniture arrangements; ensure conference rooms and huddle rooms are presentable and supply cubbies are fully stocked.- Assist with repair/service orders and liaise with building personnel as needed.- Advise when facility requests need to be submitted.- Assist moving boxes, inter-office moves, etc.- Handle guest and visitor office reservations; Prepare offices for new hires and visitors (e.g. checking visitor offices for supplies, appearance, etc.)OFFICE SERVICES- Assist the Duplication/Reprographics team to include copying, scanning, faxing, laminating, compiling notebooks, and creating custom tabs as needed.- Coordinate courier deliveries; maintain delivery log, ensuring Standard Operating Procedures are followed.- Receive and distribute mail inclusive of U.S. mail and overnight carriers.- Provide toner replenishment for printing devices as needed.- Maintain the general appearance of the office to include war rooms, file rooms,u00a0office services rooms, and closet(s).- Monitor supply inventory and submit order requests as needed.- Provide back-up reception coverage.- Tracks charges and creates invoices for any external meetings for the Office Administrator as needed; ensures all appropriate charge codes are provided.- Other hospitality, facilities, and administrative responsibilities as requested.- Active member of the office's emergency response and safety program team.- All members of the firm are encouraged to participate in our global Responsible Business program.QUALIFICATIONSREQUIRED SKILLS- Working knowledge of Microsoft Office suite and conference room scheduling software.- Takes initiative beyond routine responsibility & seeks development opportunities to enhance skills.- Builds effective relationships with colleagues & participates and contributes fully as a team member.- Identifies and responds to issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.- Interacts effective and courteously, in person, by telephone, and in writing with lawyers, Office Administrator, and other business professionals.- Excellent grammar, spelling, and punctuation skills. Expresses thoughts clearly, accurately, and concisely.- Strong attention to detail and dedication to producing quality work product.- Flexible attitude and the ability to multi-task and handle changing assignments, priorities, and deadlines.- Owns mistakes and takes corrective action.- Works well independently- Ability to lift 30 pounds.

Created: 2025-10-04