Hospitality and Office Services Assistance

Carrington, Coleman, Sloman & Blumenthal, LLP; Dallas (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Carrington Coleman Sloman & Blumenthal, LLP (CCSB) in Dallas seeks a dependable Hospitality and Office Services Assistant to maintain a welcoming office environment for attorneys, staff, clients, and guests.

Under supervision, you will stock supplies, manage coffee bars and conference rooms, assist with meetings and firm events, handle mail, shipping, and deliveries, and provide general office services while maintaining confidentiality.

Qualifications

• High school diploma or equivalent; ability to read, write, communicate, and perform essential duties.
• Approximately one year of experience in hospitality, office services, facilities support, or a professional office environment preferred.
• Ability to operate standard office equipment and assist with Copy Center functions as needed.

Responsibilities

• Monitor and maintain hospitality and common areas, conference rooms and coffee bars; assist with meetings and firm events.
• Handle mail, shipping, and deliveries; provide general Office Services support as needed.
• Back up Receptionist as needed and assist Copy Center and other departments.

Skills

Customer service

Communication skills

Time management

Professionalism

Education

High school diploma or equivalent

Job description

Note: We are not accepting resumes or referrals from agencies. If you are a recruiter, search firm or employment agency you will not be compensated in any way for your referral of a candidate, even if the firm hires the candidate.

Carrington Coleman Sloman & Blumenthal, LLP (CCSB) is a Dallas based law firm recognized for its commitment to excellence, collaboration, and exceptional client service. We are seeking a dependable, proactive, and service oriented Hospitality and Office Services Assistance to join our team.

Under general supervision and in accordance with established policies and procedures, this position plays an important role in maintaining a welcoming, professional, and well-organized office environment for our attorneys, staff, clients, and guests. Responsibilities include maintaining hospitality and common areas, conference rooms and coffee bars; monitoring and replenishing office, beverage, and snack supplies; assisting with meetings and Firm events; handling mail, shipping, and deliveries; and providing general Office Services support as needed.

The ideal candidate is someone who takes pride in creating a polished and welcoming environment, pays close attention to detail, anticipates needs, and takes initiative without waiting to be asked. This position requires a strong commitment to service, professionalism, and maintaining the confidentiality of all client and Firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

\"Essential functions\" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

• Monitor and maintain inventory of office and hospitality supplies, including coffee, beverages, snacks, wellness items, breakroom supplies, and other related items. Anticipate needs and place orders as necessary to maintain appropriate inventory levels.


• Receive supply deliveries, verify items received against orders, organize and properly store supplies, replenish designated areas, and rotate food and beverage inventory as appropriate.


• Maintain all coffee bars by keeping coffee, beverages, and related supplies clean, organized, and fully stocked. Collect and clean used mugs and other items throughout the day as needed.


• Maintain the Lounge and other common hospitality areas, ensuring they are clean, organized, and appropriately stocked. This includes refrigerators, freezers, microwaves, sinks, countertops, and snack areas.


• Keep the Catering Kitchen clean, organized, properly stocked, and ready for firm meetings and events.


• Maintain the professional appearance and readiness of all conference rooms and the Gallery. Responsibilities include wiping tables and countertops, straightening chairs, maintaining the appropriate number of chairs in each room, and ensuring cabinets and supplies are properly stocked.


• Assist with the setup and breakdown of conference rooms, the Gallery, and other firm spaces for meetings, depositions, events, and firm functions.


• Assist all departments with setup and breakdown needs for events hosted by the Firm.


• Sort incoming mail and complete scheduled internal mail and printed material deliveries.


• Handle FedEx and other shipping and receiving needs, including coordinating and delivering packages or materials to attorneys as necessary.


• Assist with court runs and other external deliveries when time permits.


• Provide backup coverage for the Receptionist as needed.


• Assist in the Copy Center as needed.


• Monitor the appearance and condition of common areas throughout the office, including addressing scuff marks, cleaning glass and furniture, and performing minor carpet spot cleaning. Coordinate carpet cleaning, light bulb replacement, and other building maintenance needs as appropriate.


• Promptly report maintenance, cleanliness, supply, or operational issues involving conference rooms, coffee bars, hallways, common areas, and other firm spaces to the Office Services Manager or appropriate staff.


• Assist the Office Services Manager with special projects, office setups, and other assignments as needed.


• Occasionally assist with Firm events and special functions outside regular business hours, including evenings and weekends, as needed. Advance notice will be provided whenever possible.


• Provide general hospitality and operational assistance to attorneys, staff, clients, guests, and other departments as needed.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• High school diploma or equivalent, with the ability to read, write, communicate, and perform the essential duties of the position.


• Approximately one year of experience in hospitality, office services, facilities support, or a professional office environment preferred. Must be able to quickly learn and follow Firm and departmental policies, procedures, and service standards.


• Ability to operate standard office equipment, including copiers, scanners, printers, and postage equipment, and to assist with Copy Center functions as needed.


• Strong interpersonal and communication skills, with the ability to interact professionally and courteously with attorneys, staff, clients, guests, vendors, and other individuals.


• Ability to maintain professionalism, composure, discretion, and a service-oriented approach in a fast-paced environment and when handling competing or time sensitive requests.


• Ability to work independently with minimal supervision, exercise good judgment, recognize tasks or areas that require attention, and take appropriate initiative to address needs without waiting for specific direction or assignment.


• Strong organizational and time management skills, with the ability to prioritize multiple responsibilities and complete assignments accurately and within established timeframes.


• Ability to perform the physical requirements of the position, including pushing supply carts, lifting and carrying supplies weighing up to 30 pounds, reaching, bending, and retrieving or replacing items on shelves.


• Ability to sustain the attention and mental effort necessary to perform the essential duties of the position and respond appropriately to changing priorities throughout the workday.


• Flexibility to occasionally work outside regular business hours, including evenings and weekends, to assist with special events and other Firm functions. Advance notice will be provided whenever possible.

This job description is intended to describe the general nature and level of work performed in this position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be added, modified, or reassigned as business needs require.