Office Services – Conference Center

    Web ID: SFL226020
    State:
    Compensation: $55,000 to $65,000 DOE
    Education: Some college required; Bachelor’s Degree preferred.
    Benefits: Comprehensive Benefits Package
Summary:

Immediate opening for an Office Services Assistant. With limited supervision, this position is responsible for a variety of administrative duties for the conference center, including representing the firm professionally while handling hospitality for internal and external customers. Back-up reception and maintaining the reception area and all conference rooms, providing superb service to clients, visitors, internal customers and supporting other departments as needed as support for the day-to-day operations of the law firm. The position requires efficiency, accuracy, a positive attitude and team-work and is a full-time, non-exempt position with excellent benefits.

Job Description:

Essential Duties and Responsibilities

  • Provide superb customer service to internal and external clients/visitors.
  • Meet and greet visitors and notify proper personnel of arrival.
  • Deliver copy paper, supplies, and service to all printer stations
  • Stock and stage all conference rooms and visiting attorney offices
  • Interfacing with vendors for facilities/building needs (locks, janitors, meter-readers, etc.)
  • Managing mail (incoming and outgoing).
  • Assist with mailing and delivery of packages as needed.
  • Maintaining kitchens to ensure they are tidy and stocked appropriately.
  • Ordering office and pantry supplies as needed.
  • Meet with vendors making deliveries or with company representatives who arrive to service the office.
  • Check-in deliveries and distribute as needed.
  • Copying and scanning projects.
  • Assist with filing tasks as directed.
  • Light typing, assisting with mailings and other miscellaneous projects as needed.
  • Back up Receptionist by receive incoming calls on multi-line switchboard and accurately facilitate calls.
  • Assist with deliveries, courier services, hotel, restaurant and transportation needs.
  • Maintain exemplary appearance of the entire office space.
  • Schedule heavy volume of meeting room and hotel office requests.
  • Issue menu options and provide suggestions to those requiring food during meetings.
  • Provide confirmation of meeting and conference room details using AgileQuest Forum Web.
  • Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
  • Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer /docking stations and/or wireless access codes.
  • Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
  • Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
  • Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
  • Perform routine filing and record keeping maintenance.
  • Provide customer support for Business Center, i.e. faxing, printing, copying, wireless access.
  • Update floor maps, phone directories and other internal lists.
  • Daily prepare and post UPS packages, Federal Express packages and US mail.
  • Organize and distribute incoming mail and packages.
  • Create name tags for meetings.
  • Prepare weekly visitor log.
  • Assists in monitoring, reconciling and tracking catering expenses and submitting electronically for payment.
  • Assist with other tasks and duties as assigned by Office Administrator.
Job Requirements:

Qualifications

  • Some college required; Bachelor’s Degree preferred.
  • Minimum of one to three years customer service experience in a large office environment and/or experience with corporate meeting planning is required.
  • Accurate keyboard skills and proficiency in Outlook, Microsoft Word and Excel are required.
  • Computer aptitude and ability to master other Firm software.
  • Working knowledge of Cisco Call Manager Attendant Console and AgileQuest Forum Web or other meeting room reservation software is preferred.
  • Strong verbal and written skills are required.
  • Must be able to reconcile invoices, performing related mathematical computations.
  • Must be pro-active self-starter, with desire to provide first-rate customer service.
  • Must work well in a team environment.
  • Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
  • Sound judgment and logical decision-making are critical in this position.
  • Must have ability to multitask with high degree of accuracy and efficiency.
  • Must be able to organize and prioritize numerous tasks and complete them under time constraints.
  • Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.

Physical Demands

  • Must be able to effectively communicate in person and via telephone with clients, external vendors and building management.
  • Must be able to routinely lift and carry items weighing up to 10 pounds.
  • Must be able to sit or stand for long periods of time.
  • Must be able to lift, squat, kneel and bend.
  • Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
  • Must be able to concentrate and work at a computer and switchboard for several hours without a break.

To Apply: Complete the form below and upload your most current resume.