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The Office Services Assistant performs a wide variety of facilities, hospitality and administrative tasks, which includes providing a high level of customer service and support, while consistently producing an excellent work product.

Job Description:

Hospitality

• Conference room set up and clean up, including monitoring conference room schedule.
• Assist with catering requests and set up of the same.
• Monitor catering equipment and coordinate maintenance and service calls.
• Back-up for Receptionist – greet visitors, answer telephone, screen and direct calls, reserve conference rooms, etc.
• Monitor inventory of supplies for 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, dropping off chafing dishes, etc.); retrieval and deliveries to vehicles as needed.
• Assist with internal and external in-person event preparation.
• Assists with conference center appearance.

Facilities

• Assist Administrative Manager with facilities management.
• Meet with preventative maintenance vendors as needed.
• Assist with general office appearance, including office furniture arrangements in open collaborative areas; ensure conference rooms and huddle rooms are presentable and supply cubbies are fully stocked.
• Assist with repair/service orders and liaise with building personnel.
• Advise when facilities requests need to be submitted.
• Assist the Office Services department with moving boxes, inter-office moves.
• Prepare offices for new hires, visiting attorneys and staff (e.g. checking visitor offices for supplies, name tag updates, appearance).
• Assist with special projects as needed.

Office Services

• As an Office Services Assistant, responsibilities will include, but not be limited to:
• Coordinate courier deliveries; maintain delivery log, ensuring Standard Operating Procedures are followed;
• Receive and distribute mail inclusive of US mail and overnight carriers (i.e. FedEx)
• Provide proactive toner replenishment for Xerox and printer devices as needed;
• Maintain printer stations to be neat, organized and fully stocked;
• Maintain the general appearance of war room, file rooms and office services room and closet;
• Monitor supply inventory and submit supply order requests as needed;
• Other hospitality, facilities and administrative responsibilities as requested.

Customer Service

• Responds to all requests in a professional and expedient manner.
• Identifies and responds to issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.
• Builds effective working relationships as appropriate.

Firm Knowledge

• Demonstrates knowledge of the firm’s culture, practices, business, and structure.
• Demonstrates knowledge and adherence to basic firm policies, procedures, and processes.

Initiative

• Takes initiative beyond routine responsibility.
• Seeks out and accepts new responsibilities.
• Seeks development opportunities to enhance skills.

Accountability

• Owns mistakes and takes corrective action.
• Meets work deadlines as assigned.
• Meets firm standards for attendance and punctuality.

Work Management

• Works well independently.
• Demonstrates dedication to producing quality work product.
• Pays attention to detail when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Utilizes resources appropriately to complete work in the most efficient manner.
• Cooperates and demonstrates flexibility when facing change.

Communication

• Interacts effectively and courteously, in person, by telephone, and in writing with attorneys, Office Administrator, co-workers, and other business professionals.
• Proactively communicates the status of work.
• Understands the need to ask questions and seek guidance.
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.

Teamwork

• Builds effective relationships with co-workers.
• Participates and contributes fully as a team member.

Technology

• Utilizes available technology to carry out job responsibilities.
• Determines most appropriate technology to accomplish a given task.
• Seeks ways to utilize technology to improve efficiency.

Qualifications

• Law firm or professional services experience preferred.
• Working knowledge of Microsoft Office.
• Excellent grammar, spelling, punctuation, and communication skills.
• Attention to detail and good organizational and analytical skills.
• Flexible attitude and the ability to deal well with changing assignments and priorities.
• Flexible for overtime.
• Ability to multi-task.
• Professional appearance and demeanor.
• Ability to lift 30 pounds.

Hours

Core hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., including lunch hour, with flexibility for overtime as needed.

The annualized salary range for this position is $42,000 to $50,000 depending on the candidate's overall experience and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus. In addition, full time employees as well as some part time employees, will be eligible for the firm’s fringe benefits as they currently exists.

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law.

Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at LeaveofAbsence_US@hoganlovells.com.