Description

The Office Services Team Lead position may require some or all of the following duties:

• Oversee daily tasks assigned to Office Services Assistant(s) (OSA), while maintaining a complete understanding of each task, including but not limited to:

Process incoming and outgoing mail and hand deliveries;Coordinate and/or complete deliveries on behalf of the firm. This may also include document delivery/set up/break down during trials or other off-site meetings or firm events;Daily courthouse run to check boxes, process filings, and check Register of Deeds;Assist with daily document/notebook production;Prepare documents for filing with Industrial Commission or Courthouse; sending filed copies to appropriate staff;Photocopy/print from e-mails, CD’s, flash drives;Duplicate DVDs and CDs;Download documents from flash drives, copy and create flash drives;Conference room and VTC set up, as needed;Office furniture moving and set up, as needed; and,Empty office recycle bins;

• Maintain open communication with all levels of personnel;
• Train new employees on office machinery and Office Services’ tasks;
• Assist in hiring and training of new OSA(s);
• Check time sheets a minimum of weekly for OSA(s);
• Coordinate and maintain schedules, including leave and vacation time for OSA(s);
• Maintain inventory of all office, kitchen, coffee, drink and conference room supplies and restock the same;
• Coordinate general office repair and upkeep, including cleaning and resetting offices after staff departures and confirming set up prior to new hires;
• Maintain the appearance and cleanliness of the office by overseeing regular cleanings, especially Conference Rooms, Kitchen, and Keurig/Coffee area(s);
• Maintain all printers, copiers and other office machinery, including placing service calls, tracking progress and use, and being the in-office point of contact for questions, issues and repair (satellite office);
• Assist the IT Department by serving as inhouse IT support (Tier 1 trouble shooting, set up and tear down of basic electronics, Video Conferences/Depositions/Mediations/Hearings), maintaining IT equipment, etc. (satellite office);
• Prepare closed files, including offsite storage pick up, delivery and/or shredding;
• Approve related vendor/service invoices;
• Assist Office Manager with incoming checks, making deposits (as needed), and maintaining the safe log (satellite office);
• Verify Office Service Assistant reimbursements, as needed;
• Provide or coordinate relief for Receptionist, as needed; and,
• Any other related tasks that may be assigned by Management or Supervisor(s).

Qualifications

Minimum Qualification(s):

High School diploma or equivalentReliable access and use of dependable transportationValid NC driver’s license with a clean driving recordProof of auto insurance

Knowledge/Skills/Abilities:

Proficiency with Microsoft Office Suite, including Microsoft WordMinimum typing speed of 60 wpmMust have a strong grasp of computer software and hardwareKnowledge of document management and e-discovery legal software is helpfulExcellent client service and interpersonal skills with the ability to interact well with and respond to the needs of all levels of individualsAbility to communicate clearly and concisely in oral and written formHighly organized with attention to details, including the ability to own and prioritize all aspects of the position and meet deadlines in a dynamic, fast-paced environmentEffectively manage and maintain confidential informationSelf-starter with the ability to work independently, or as part of a team, using initiative in all aspects of assignments;Prior leadership experience is preferred

Expectations:

Regular attendance 5 days per week - consistently on time(unless pre-approved or modified schedule)Accuracy of work productReflect our Core Values of Teamwork, Reputation, and Client Service