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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, 7:30 a.m. – 4:00 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.

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

• 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.

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

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

• High School diploma or GED equivalent required.

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