Location: Houston

Schedule: 9:00 AM to 5:30 PM

FLSA: Non-Exempt

Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Office Services Assistant in the Office Services department, reporting to the Office Services Coordinator.

The role will reside in the Houston office and will be primarily responsible for mail, duplication and fax operations for the Houston office. This includes processing high volumes of incoming and outgoing mail; delivering mail and packages throughout the office; completing large numbers of duplication projects according to job ticket instructions; and binding, cutting and/or assembling and scanning copy jobs as necessary. The Office Services Assistant is also responsible for assisting with facilities, conference services and reception duties such as office moves; basic maintenance of office space, conference rooms and break areas; relief reception and/or switchboard functions; and food service and catering related functions. The Office Services Assistant is expected to perform all responsibilities with the commitment to providing superior service to the firms lawyers, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement.

Key responsibilities of this position include:

Sort, prepare and distribute promptly all incoming U.S. Mail, UPS, Federal Express and other courier services envelopes and packages.

Collect and distribute all internal and firm interoffice mail.

Prepare all outgoing U.S. Mail, Federal Express, UPS and other courier service requests from all personnel, including dropping off outgoing mail where applicable.

Prepare firm pouch deliveries to domestic and overseas offices.

Understand postal equipment, including standard shipping software.

Maintain all mailroom equipment; ensure machines are in proper working order; report machine malfunctions and failures to the Office Services Coordinator.

Log daily postage usage and postage charge-backs to client numbers and personal accounts.

Perform daily maintenance activities to ensure that the work area is neat, safe and orderly.

Assist lawyers and staff with mailing and shipping queries.

Assist lawyers and staff with ordering and securing requested office products and supplies.

Reproduce and finish (including collating, stapling, hole punching/drilling, binding) documents, articles, books, maps and blueprints, using copy machines, binding machines and other appropriate equipment.

Proof completed work for accuracy and thoroughness, paying close attention to instructions and detail.

Be observant of, and report housekeeping issues related to lights out, stains on floors or carpets, and damage to walls, doors, desks, etc.

Assist with cleaning and maintaining coffee bars and break areas.

Perform duties in the Conference Center in accordance with department procedures and guidelines.

Set up conference rooms for office functions.

Serve as relief/backup to Receptionist, answering internal and external switchboard calls, providing relief Reception coverage and performing other general reception duties.

Greet clients and relay messages or requests to lawyers.

Assist with general duties in the conference rooms as requested.

Perform clerical and administrative projects as assigned by Office Services Coordinator and Secretaries.

Monitor and maintain inventory of supplies for U.S. Mail, UPS and other courier companies.

Track missing packages, as necessary.

Assist with preparation for and participate in all internal office moves, including cooperating with outside vendors when necessary.

Provide backup coverage to Conference Services, as necessary.

Qualifications (Experience, Knowledge, Skills & Abilities):

High school diploma or equivalent

Minimum of 1 year of experience in a corporate or law firm environment, preferably with copy center or mailroom experience

Excellent oral communication skills

Ability to read, comprehend and follow instructions

Awareness of postal rules, with the ability to explain relevant regulations to firm personnel

Ability to input data into computerized shipping systems

Proficiency in operating and maintaining office equipment used on a regular basis, including postal and courier meters and software, scales and telephones, and reprographics equipment, including various models for color and black/white copies

Working knowledge of Microsoft Office applications

Working knowledge of firms e-mail and document management systems

Demonstrated hospitality and reception experience

Familiarity with domestic and international calling codes

Ability to work independently, take initiative, set priorities and see projects through completion

Ability to meet deadlines and respond to changing priorities

Ability to handle many tasks simultaneously

Ability to perform clerical tasks with a high degree of accuracy

Ability to work with a wide range of people in a fast-paced team setting

Ability to establish effective working relationships within the department, office and firm

Ability to establish effective working relationships with vendors and others outside the firm

Ability to perform mathematical functions - add, subtract, multiply, divide, percentages

Excellent record-keeping skills

Legible handwriting

Strong service orientation

Commitment to the office and firm

Commitment to professional growth

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment authorization

#LI-DNI

Required SkillsRequired Experience