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SUMMARY:
According to established policies and procedures, and under the direction of the Office Administrator, this position is responsible for the oversight of the office resource and mail room, general operations and event assistance, and overflow support of reception and LAA duties. Observes confidentiality in all client and Firm matters.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Provide oversight of the office resource and mail room. Maintains relationship with office machine supply vendors, creates processes for mail room jobs, orders office supplies and calls in service when necessary.
2. Work with and supports others in resource center.
3. Assist with large mailing projects and courier services as needed.
4. Provide backup for conference room reservations and events including all activities of setup, food/beverage and A/V needs.
5. Provide overflow support of legal activities; assist with data entry, file creation, paper filing, record retention, scanning and other projects. Provide backup IT support.
6. Provide backup for reception area, hospitality, records, and facilities, including all duties of reception.
7. Manage kitchen and office supply inventories; stocks supply rooms and refrigerators, places necessary orders.
8. Other duties as assigned.
The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
1. Excellent telephone skills, verbal and written communication, Microsoft office skills, listening skills, professionalism, organization, interpersonal communication, proofreading, records and typing.
2. Ability to read, write and follow directions.
3. Approximately three years of relevant experience with demonstrated ability to follow office policies and procedures with minimal supervision.
4. Ability to organize and prioritize numerous tasks and complete them within established time constraints.
5. Daily positive outlook and interpersonal skills necessary to communicate in person, e-mail and phone to provide information with courtesy, ease and tact.
6. Ability to multitask, producing a high-volume of work while performing other essential duties.
7. Highly flexible team player willing to assist all levels of the firm when needed.
8. Work occasionally requires more than standard hours per week to perform the essential duties of the position; position may require non-standard hours for evening vents, inclement weather, and business continuity purposes
9. Ability to lift boxes and other items up to 25 lbs.
This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.
WORKING CONDITIONS:
1. Normal office environment with little exposure to excessive noise, dust, temperature and the like.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements
Equal Employment and Opportunity Statement:
Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.
