Kennedys, a growing global law firm specializing in insurance coverage/defense law seeks a full-time Office Services/Facilities Assistant to join our New York office. As an Office Services/Facilities Assistant, you will be instrumental in ensuring a warm and welcoming environment for all guests and employees in a way that reflects the firm's values. You will be responsible for organizing the office, liaising with partners, associates, and the office services team to optimize office procedures and efficiency. This position requires a professional who is capable of multi-tasking, has excellent organizational skills, and can serve as the front desk ambassador. This position is full-time, in office, Monday through Friday from 9:00 a.m. to 5:00 p.m.

The annualized salary range for this role is $50,000-$60,000. However, this is contingent upon level of experience, location and other job-related factors permitted by law.

Key Responsibilities

• Front Desk Management: Serve as the initial point of contact, ensuring a professional and welcoming atmosphere. Screen phone calls and direct visitors appropriately.
• Office Coordination: Efficiently sort and distribute any building communications, ensure mail and deliveries are handled promptly, maintain a detailed inventory of office supplies, and support any and all office-related requests.
• Event Support: Work closely with the Office Manager on internal and external events. Provide assistance to high-level directors and senior managing partners.
• Special Projects: Assist with specific projects as assigned by the Office Services Coordinator.
• Facilities Management: Handle basic facility-related tasks, including managing the desk booking application, resolving office equipment malfunctions, and submitting building requests for office maintenance.
• Administrative Tasks: Coordinate meetings, reconcile monthly credit card expenses, assist with A/V setups for meetings, and prepare documents and binders as needed.
• Additional Skills: Experience with processing media files and basic notary services (not required but a plus).

Required Experience

• High school diploma or equivalent
• A minimum of 5 years of proven experience in office/facilities administration
• Excellent organizational and time management skills
• Strong analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Ability to multi-task and prioritize in a fast-paced environment
• Strong attention to detail and customer service awareness
• Ability to establish and maintain strong working relationships
• Proficiency in Microsoft Office Suite
• Ability to comfortably lift up to 50 pounds

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.

*Where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.