OFFICE ASSISTANT

Job Summary:

The Office Assistant will perform routine clerical duties to support the law firm.

Duties/Responsibilities:

• Retrieves and distributes incoming US mail, overnight mail and packages efficiently. This includes scanning important mail and incoming checks. Coordinates outgoing mail including certified and overnight. Walks mail and small packages to the post office, as needed.

• Coordinates incoming and outgoing courier services, including meeting couriers in the building lobby. Monitors and delivers incoming faxes. Retrieves guests from the building lobby and escorts them to our office.

• Responsible for running client/matter conflict checks and maintaining related records.

• Document reproduction including copying, collating and scanning. Assists with the organization and production of legal binders.

• Assists with records management including in-office filing (primarily manual, some electronic). Prepares tracking spreadsheets and outgoing/incoming boxes of files to/from offsite storage.

• Maintains the kitchen/break room including loading/emptying dishwasher and stocking supplies. Responsible for general tidiness of the copy room, conference rooms and reception area, including keeping inventory and assisting with supply ordering.

• Coordinates meeting logistics including conference room and Zoom scheduling along with physical meeting set up/break down.

• Assists with troubleshooting office equipment and places service calls, as needed. Also assists with office and equipment moves.

• Assists with overflow work and provides back up support for other office functions, as needed.

Required Skills/Abilities:

• Proficient with Microsoft Office Suite; iManage Cloud a plus.

• Effective communicator both written and oral.

• Strong interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Ability to be flexible and manage a changing work environment.

Education and Experience:

• High school diploma or equivalent required.

• Law firm experience preferred.

Physical Requirements:

• Ability to walk, bend, kneel, reach, stand and sit for extended periods of time.

• Must be able to grasp, lift, and carry mail and packages.

• Must be able to lift up to 30 pounds or greater at time or move up to 75 pounds with the assistance of a wheeled cart.

• Routinely uses standard office equipment such as computers, telephones, photocopiers and filing cabinets.

Work Hours:

• Monday through Friday, in office, from 9 AM – 5 PM with a one-hour lunch

(35 hours/week)