Office Assistant

Ogletree Deakins’ Immigration Practice Group; Columbia (SC); Sur place; USD 30 000 - 42 000; Plein temps

Avantages offerts par ce poste

Paid Time Off

Paid Sick Leave

401(k) matching program

Profit Sharing

Paid Holidays

Paid Parental Leave

Health Insurance

Dental & Vision

HSA/FSAs

Tuition Reimbursement

Employee Assistance Program

Résumé du poste

Ogletree Deakins in Columbia, SC seeks an Office Assistant to support the Office Administrator and legal staff. You will handle mail, reception, facilities, and records, while ensuring a clean, organized office and a professional front desk presence.

Responsibilities include coordinating mailings, preparing materials for meetings, managing files, and assisting with events. A 1+ year clerical background and strong communication skills are required. Benefits are comprehensive.

Qualifications

• 1+ year clerical or Office Assistant experience.
• Strong interpersonal and customer service skills.
• Clear written and verbal communication.
• Pleasant and professional phone voice.
• Ability to read, respond to and organize a high volume of emails.
• Ability to multitask and stay organized.
• Ability to lift up to 50 pounds.
• Strong proofreading and typing skills.

Responsabilités

• Handle mailroom and copy center duties, including sorting, logging, and distributing mail and packages.
• Greet and assist visitors, screen calls, take messages, and direct inquiries.
• Support facilities tasks and coordinate routine maintenance and setup for events.
• Maintain central file room and off-site records, organize and locate files.
• Assist with library subscriptions and materials management.
• Provide general administrative support and help with office events and marketing activities.

Connaissances

Interpersonal skills

Customer service

Typing speed

Proofreading

Multitasking

Organization

Outils

Chrome River

Maptician

Description du poste

Position Summary

Our Columbia, SC office has an opportunity for an Office Assistant to join the firm’s expanding practice. On a day-to-day basis, works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants from whom the Office Assistant is receiving assignments. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment.

Essential Functions

Mailroom/Copy Center

• Receive, stamp, and log all incoming mail and packages and scan/deliver to recipients.
• Prepare and process outgoing mail and packages and ensure they are picked up at the end of each workday. Required to transport outgoing USPS mail to the post office at the end of the workday.
• Photocopy and scan documents as requested by practice assistants, paralegals, attorneys and Office Administrator.
• Ensure all copy machines and printers are stocked with paper on a daily basis.
• Perform routine maintenance on equipment. Request and coordinate service calls and repairs for copiers, other office equipment, and facilities, in coordination with Site Support & Office Administrator contacts.
• Maintain inventory of all office/mailing supplies.

Reception/Hospitality - Take care of all receptionist duties, including the following:

• Open front door(s) and prepare reception area for any depositions/visitors.
• Screen phone calls and take messages as required or direct callers to their destination.
• Communicate effectively and professionally with clients and others in the Firm, specifically the Office Administrator.
• Receive and direct clients and visitors.
• Keep general state of reception area and conference rooms clean and stocked.
• Have general knowledge of employee absences to determine appropriate routing of phone calls, mail, and deliveries.
• Provide parking pass for building lot alongside the Office Administrator.
• Maintain conference rooms and visitor office reservations using Maptician.
• Order meals for meetings/depositions/office events alongside the Office Administrator.
• Conference room set-up and clean-up.

Facilities

• Assist with internal office moves and set up of workstations for new employees.
• General kitchen maintenance to include loading and unloading dishwasher (and running), and making sure the area is tidy and kept clean. Clean and perform maintenance on coffee machines, microwaves, and refrigerators daily. This would include restocking the drink fridge, K-Cups, and other coffee-related items.
• May assist with audiovisual equipment.

Records and File Room

• Maintain central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files.
• Maintain current and accurate off-site records using firm database.
• Receive, box, inventory, scan, update database and schedule pick-up of files marked for off-site storage.
• Coordinate timely retrieval of off-site files as requested.

Library

• May work collaboratively with Office Administrator to ensure that library subscriptions are current and requests for new additions are approved.
• Receive incoming subscription updates and file accordingly.

Administrative Support

• Order and stock office and kitchen supplies (including refreshments).
• Enter vendor invoices and expense reimbursement requests into Chrome River as instructed by the Office Administrator.
• May assist with processing local office check requests.
• May create client file labels and assemble physical files.
• Assist with set-up, clean up and various other responsibilities related to local marketing and office events. Such support may require employee to work hours outside of normal business hours and limited travel.

Requirements

• 1+ year previous experience in a clerical or Office Assistant role.
• Strong interpersonal and customer service skills.
• Strong communication skills, written and verbal.
• Pleasant and clearly understandable phone voice.
• Ability to read, respond timely/accurately to and organize a high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills, including filing.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance

Benefits

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.