Office Services Assistant

SUMMARY: Reporting to the Facilities Administrator & HR Manager, responsible for the dispatch of all pickups, deliveries and for ordering, maintaining and distributing of supplies.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Mail

• Sorts and logs incoming courier packages for delivery; expedites all types of incoming and outgoing mail and packages. Sorts U.S. mail, interoffice and intraoffice mail in delivery carts by floor and recipient.
• Records Fed Ex, certified, registered, express, insured and negotiable mail.
• Prepares packages for shipping; prepares overnight mail to other offices. Processes outgoing U.S. Mail by weighing letters and parcels, affixing the correct amount of portage and delivers mail to appropriate drop-off location in the building or to the U.S. Post Office.
• Records personal and client charges for outgoing mail.
• Retrieves and delivers mail, packages, library books and other assorted documents from pick-up locations within the office at regularly scheduled intervals.
• Orders mail supplies from U.S. Post Office at least monthly or more often, as needed. Replenishes the account balance in the postage meter at least weekly or more often as needed.
• Complete the appropriate transmittal form for the delivery of outgoing overnight letters, packages and parcels.

Fax

• Sends outgoing facsimiles throughout the day; delivers incoming facsimiles to recipients.
• Replenishes paper and toner cartridges in the facsimile machines on each floor regularly.
• Performs light maintenance and/or repair of facsimile machines and/or calls the appropriate maintenance company for service, as needed.

Coffee bar, catering and event assistance

• Replenishes supplies; cleans and organizes surfaces and cabinets.
• Assists with catering delivery & set up for weekly office lunches, conferences, meetings, and special events.
• Assists with catering cleanup for weekly office lunches, conferences, and meetings, including collection of dishes and loading/running of dishwashers.
• Assists with special event set up, including room configuration, nametag creation, lobby check-in assistance, directing guests to appropriate spaces, and other requests as needed.
• Assists with special event breakdown, including catering clean up & resetting room to original configuration.

Photocopying

• Processes incoming photocopy projects from written and/or verbal instructions; delivers copies.
• Operates photocopy machines including utilization of advanced features; performs quality control checks before delivering to requestor.
• Replenishes staples and toner in all convenience photocopy machines on various floors throughout the firm.
• Provides light maintenance of photocopy machines, as needed, and/or calls the appropriate maintenance.

Supplies

• Staffs central supply areas during the designated “walk-in” hours and handles urgent requests during other times.
• Mainta
• in all supply areas in a neat and organized fashion. Delivers supplies to supply cabinets and maintenance minimum balances of paper and standard office supplies.
• Dispenses supplies promptly per voucher requests.
• Inspects all deliveries for accuracy of description, quantity and damage against the appropriate purchase order ands dispenses or stores them accordingly.
• Maintains working relationship with supply vendors.
• Sorts, cleans and repairs supplies returned to the supply room for reuse.

SECONDARY RESPONSIBILITIES:

• Provides general maintenance services within the office, including moving, hanging pictures and artwork, etc.
• Provides assistance to newly arriving, current and departing personnel with the relocation of boxes, files, furniture and other heavy items.
• Provides new employees with standard supplies and desk requirements.
• Other duties that may be assigned.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain a high standard of ethical conduct and demonstrate the ability to handle multiple job requests simultaneously.

EDUCATION AND /OR EXPERIENCE:

High School diploma or general education degree (GED); and one to three months related experience and /or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to multitask. Ability to write routine reports and correspondence. Ability to speak effectively to firm personnel.

MATHEMATICAL SKILLS:

Ability to calculate figures and apply concepts of basic algebra and business math.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision.

AVAILABILITY REQUIREMENTS:

• Attendance Requirement

Must maintain regular and acceptable attendance at such level as is determined in the Firm’s sole discretion.

• Regular Hours Requirement

Must be regularly available and willing to work at least 7.5 hours per day, 37.5 hours per week as the Firm determines are necessary or desirable to meet its business needs.

• Overtime Requirement

Must be available and willing to work such overtime per day or per week as the Firm determines is necessary or desirable to meet its business needs.

• Weekend and Holiday Requirement

Must be available and willing to work such weekends and holidays as the Firm determines are necessary or desirable to meet its business needs.

• Travel Requirement

Must be available and willing to travel to such locations and with such frequency as the Firm determines is necessary or desirable to meet its business needs.

Boies, Schiller & Flexner LLP is an equal opportunity employer, which does not discriminate on the basis of race, color, national origin or ancestry, religion, age, sex, disability, medical condition, sexual preference or orientation, marital or familial status, veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations. The Firm's policy applies to all terms and conditions of employment. It is the Firm’s policy to recruit, hire, train, promote and compensate the best qualified individuals based only upon relevant factors such as experience, work quality and professional attitude.