Office Services and Events Assistant

barnes; South Bend (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

Barnes & Thornburg is seeking an organized mailroom/office assistant to handle mail, packages, copying requests, and customer-focused tasks in a professional office setting.

The role involves reception duties, inventory maintenance, and collaboration with teammates to ensure timely service and accuracy. Candidates should have 2–5 years of mailroom/office experience, solid computer skills, and a customer-focused attitude.

Qualifications

• High school diploma or equivalent.
• 2–5 years' experience in a mailroom or professional office environment.
• Knowledge of metering, weighing, logging and other shipping procedures.
• Proficient computer skills preferred (Outlook, Word, Excel).
• Ability to perform routine and complex functions of various equipment (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.).
• Excellent customer service, professional attitude and appearance.
• Ability to work overtime and meet deadlines.

Responsibilities

• Reception coverage and interaction with incoming guests/clients.
• Sorting, delivering, and processing incoming and outgoing mail and parcels.
• Performing print/copy/scan requests for all clients
• Maintaining and restocking supplies
• Hospitality services and maintaining cleanliness of work areas
• Performing other duties and errands as requested by manager
• Maintaining cleanliness of work areas.

Skills

Customer service

Teamwork

Communication

Problem solving

Education

High school diploma or equivalent

Tools

Outlook

Word

Excel

Job description

Summary

Responsible for collecting and dispatching all mail, packages and interoffice correspondence. Responsibilities may also include copy center activities, reception, hospitality and/or other duties as assigned.

Key Responsibilities

• Reception coverage and interaction with incoming guests/clients.
• Sorting, delivering, and processing incoming and outgoing mail and parcels.
• Performing print/copy/scan requests for all clients
• Maintaining and restocking supplies
• Hospitality services and maintaining cleanliness of work areas
• Performing other duties and errands as requested by manager
• Maintaining cleanliness of work areas.

Customer Service

Ensure total satisfaction through understanding expectations, proactive problem identification/resolution, and maximizing opportunities to support the office.

Mail/Packages/Pouches

• Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
• Package and process outgoing items. Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with shipping carrier requirements.
• Prepare outgoing inter-office pouches.
• Log outgoing and incoming items as required and review for accuracy/completeness.

Supplies/Copying/Faxing/Administration

• Monitor inventory at various workstations and report to Supervisor. Support maintenance of organized inventory area.
• Estimate runtime on small to medium photocopy jobs; check all copies for quality and accuracy.
• Produce bound copies of work when requested; deliver and pick up copy jobs.
• Provide minor maintenance of photocopy machines (solving paper jams, placing service calls, routine cleanings).
• Send and receive facsimiles with complete and accurate logs.
• Perform document scanning as needed.
• Support reception: answering telephones, taking messages and greeting visitors.
• Learn new features and functionalities of office equipment as technology changes.

Qualifications

• High school diploma or equivalent.
• 2-5 years' experience working in a mailroom or professional office environment.
• Knowledge of metering, weighing, logging and other shipping procedures.
• Proficient computer skills preferred (outlook, word, excel).
• Ability to perform routine and complex functions of various equipment (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.).
• Excellent customer service, professional attitude and appearance.
• Ability to work overtime and meet deadlines.

Skill Requirements

• Knowledge of sorting, pre-sorting, metering, weighing, logs, forms, color-coding and express mail, US Post Office, FedEx and interoffice mail procedures.
• Ability to meet quality and production standards.
• Ability to prioritize and perform as a team player.
• Ability to troubleshoot problems, resolve issues and take responsibility for work performed.
• Meet deadlines and understand the time issues involved in mail handling and printing jobs.
• Having appropriate "people skills" for daily interaction.

Working Conditions

Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing or walking.

May regularly lift and carry up to 20 lbs. and move (push mail cart) or lift over 50 lbs.

Frequent use of hand and foot controls.

May occasionally need to climb stairs.

Equal Employment and Opportunity Statement

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran's status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.