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Under the day-to-day direction of the Operations Manager, the Office Services Assistant is responsible for a variety of back-office services support functions for the Palo Alto office. The hours are in-office Monday-Friday, 8:00 a.m. – 4:30 p.m., but flexibility to work additional hours as needed is required. The duties of the Facilities Assistant may change as the needs of the office and the Firm change.
ESSENTIAL JOB DUTIES & RESPONSIBILITIES
Facilities
Monitor and respond to incoming email requests
Conduct daily visual inspections of office space to review operation of equipment, furniture appliances and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
Maintain logs of Facilities equipment usage and maintenance and request repairs when needed
Assist with and maintain up-to-date floor plans on a daily basis
Ensure offices are set up with standard furniture/Supplies and cleaned for new and moving employees as well as visitors
Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
Escalate staff requests/concerns to manager/director as appropriate
Daily maintenance (stock supplies, cleanliness, etc.)
Available some early mornings/nights/weekends to monitor work being performed by vendors or to provide additional support during special events
Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)
Assist with department projects as requested by Operations Manager
Mail Room
Receive, log and deliver incoming packages (Fedex, UPS etc.)
Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
Meter outgoing mail
Retrieve and sort incoming mail from post office/postal box
Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
Maintain postage log for outgoing mail
Keep mail supplies stocked
Complete and log fax requests
Office supplies
Organize and track office supplies
Maintain and organize floor copy rooms, adding supplies as needed
Check paper levels on printers/copiers on a daily basis and replenish as needed
Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
Maintain and organize floor copy rooms, adding supplies as needed
Conference Services
Assist with conference room furniture configuration
Daily Conference room checks (supplies, cleanliness, furniture damage, carpet stains etc.)
Miscellaneous
Backup Reception for breaks and vacations when needed
Assist with in-house copy jobs, faxing and scanning projects
Assist with additional conference service matters as needed
Assist Administrative Team with special projects and tasks
Serves as backup for Operations Department team members as needed
Perform other duties as assigned
EDUCATION & EXPERIENCE REQUIREMENTS
High School diploma or GED equivalent required.
Minimum 1 to 2 years of experience in an office environment required
KNOWLEDGE, SKILLS & ABILITIES REQUIREMENTS
Ability to effectively present information verbally and in writing.
Basic math skills: addition, subtraction, multiplication, division.
Strong attention to detail.
Ability to follow directions and work independently with limited supervision.
Working knowledge in MS Word, Excel and Outlook.
Familiarity with standard office equipment such as photocopiers, scanners, and facsimile machines.
Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment.
Ability to use diplomacy and discretion. Must act with professionalism at all times.
Strong customer service skills.
Client-focused with the ability to provide customer service in a professional manner.
Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks.
Business casual attire required on a daily basis. Professional attire occasionally required for special events.
PHYSICAL DEMANDS (REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS)
Medium to heavy work: Exerting up to 50 pounds or more of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Physical demands are in excess of those of sedentary work. Light work usually requires walking or standing to a significant degree.
Sitting: Remaining in the seated position, particularly for sustained periods of time
Standing: Remaining upright on the feet, particularly for sustained periods of time
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
Climbing: Ascending or descending ladders, stairs, ramps using feet and legs or hands and arms
Lifting: Raising objects from a lower to a higher position or moving objects horizontally
Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder
Bending/Stooping/Kneeling/Crouching: Bending body downward and forward by bending legs and spine, or by bending legs at knees
Reaching: Extending hand(s) and arm(s) in any direction
Pulling/Pushing: Using upper extremities to exert steady force upon an object to that the object moves toward or away from the force
Salary Information
CA Only: The estimated base salary range for this position is $55,000 to $65,000 at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.
#LI-Onsite- $55,000 - $65,000
