Office Services Assistant

Job Title

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, office 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.

Qualifications Required 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.