Office Services Assistant

Qualifications and Skills

Successful candidates will have excellent time management skills and will be able to efficiently prioritize tasks in a fast-paced environment. Entry level applicants are welcome to apply.

 Legal Experience Requirements

• Prior law firm or office experience is helpful, but not required.

  Technical Requirements

• Technological proficiency in software including Microsoft Office, Word, Excel, and Adobe Acrobat
• Familiar with, or has the ability to become proficient in, technology and processes required for timekeeping, billing, and document management systems

  Legal/Administrative Requirements

• Downloading and profiling/saving documents that are e-filed or e-served or from court websites
• Assist with closing matters
• Assist with conflicts checks and opening matters
• Filing (physical and electronic), copying/scanning
• Create hearing and trial binders for attorneys
• Schedule hearings
• Assist attorneys with time entries as needed
• Assist Secretaries and Paralegals with other legal work as needed
• Assist with travel arrangements for Attorneys
• Other duties as assigned

Office Administrative Requirements

• Answering phones, greeting guests/clients
• Logging guests into building and firm security systems
• Assist with scheduling conference calls, conference rooms and video rooms
• Ordering, stocking and maintaining office and kitchen supplies
• Prepping  and cleaning Conference Rooms and Kitchens for meetings and office events
• Cleaning of kitchen appliances per office cleaning schedule
• Processing incoming and outgoing mail to include delivery and pick-up from mailrooms or post offices as needed
• Schedule package pick-ups with mail vendors
• Receiving and setting up IT equipment such as monitors, computers and phones
• Working with IT for server room set-ups
• Assisting with firm credit card reconciliation and entering invoices and or expenses through Chrome River
• Prepare reports and other administrative duties as needed
• Assist with facilities and furniture maintenance requests
• Assist with shredding services
• Assist with parking validations for guests and parking cards for employees
• Works with Operations Management Team related to facilities, vendors, supplies, equipment needs
• Assist in Safety Loss and Control Policy for office, including Safety & Inspections, First Aid Kit Review, Safety Training & Defibrillator Unit Inspections.
• Other duties as assigned