Office Services Assistant

Fox-Rothschild-LL; Pittsburgh (Allegheny County); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

On-site work

Job summary

Fox Rothschild LLP is seeking an Office Services Assistant to provide high quality office services in a busy law firm environment. Responsibilities include mail and package handling, copying, faxing, scanning, and scheduling courier services.

The role also covers conference room setup, stocking supplies, and assisting with catering. You will greet clients, answer calls, and support Records and Information Management activities with strict confidentiality.

Qualifications

• Requires strong customer service skills and ability to maintain positive relationships with clients, attorneys and staff.
• Ability to perform tasks with high accuracy and prioritize workload.
• Ability to lift up to 50 lbs of office equipment and supplies.

Responsibilities

• Provide mailroom services including sorting, distributing, collecting and metering mail and parcels.
• Produce copies, print, fax, and scan as requested; arrange outside copy services as needed.
• Set up and clean conference rooms; ensure supplies are stocked and ready for use; assist with catering setup.

Skills

Customer service

Attention to detail

Confidentiality

Time management

Education

High School diploma or equivalent

Tools

Microsoft Outlook

Copiers & scanners

Job description

As a member of the office support team, the Office Services Assistant provides high quality office services related support.

ESSENTIAL FUNCTIONS:

• Provide mailroom services, including sorting, distributing, collecting and metering mail and parcels on an accurate and timely basis. Assist with scheduling courier.
• Produce copying and printing, faxing and scanning in accordance with written or verbal request. Schedules outside copy services as needed.
• Responsible for appropriate set-up and cleaning of conference rooms. Inspect and ensure that all rooms are stocked with appropriate supplies and continuously ready for use. Assist with the delivery and set-up of catering needs for meetings.
• Prepare office/workstation for new hires; provide general cleaning and stock with office supplies.
• Coordinate service calls for mail/copy room equipment as needed.
• Monitor and maintain general supply levels, restock, and coordinate reordering.
• Maintain organization and cleanliness of shared office spaces, such as copy rooms, file rooms and kitchen areas. Performs incidental cleaning, dusting and other related tasks.
• Organize and distribute kitchen/coffee area supplies.
• Will assist in reception, greeting clients, answering in-coming calls, scheduling of conference rooms.
• Assistant with Records Department
  • Maintains and secures records in accordance with established Firm policies and procedures.
  • Manages the inventory of records onsite and off-site storage and coordinates all file transfers, including indexing, box pickups, and retrieval requests via the RIM (Records and Information Mgmt.) application, phone, and email.

ADDITIONAL FUNCTIONS:

• Work with Office Administrator to provide on-site assistance to the Information Services team.
• Other duties as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

• High School diploma or equivalent required.

Experience:

• 1-3 years of experience in an office support or administrative role; prior law firm experience preferred.

Knowledge, Skills, & Abilities:

• Ability to lift up to 50 lbs of office-related equipment and supplies.
• Ability to perform tasks in a timely manner with a high degree of accuracy and attention to detail. Ability to prioritize workload.
• Strong customer service skills and ability to maintain positive working relationships with clients, attorneys and support staff.
• Adheres to strict confidentiality, timeliness and accuracy of all related work.
• General knowledge of Microsoft Outlook email and the internet required.
• Knowledge and experience running office equipment (copiers, scanners, fax machine).
• Understanding of US Postal Service and express mailing (FedEx UPS, etc.).

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department,[e-mail].

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.