Office Services and Events Assistant

Job description

Summary: Under the direct supervision of the Columbus Office Administrator, and according to established policies and procedures, the Office Services and Events Assistant is responsible for a variety of office services duties. Maintains positive contact with clients, attorneys, and staff and observes confidentiality of client and firm matters. Key Responsibilities: - Provide IT support to the office including troubleshooting equipment, replacing computer items, and working with IT personnel in other offices to manage any necessary updates and/or connections. - Process invoices and expense reimbursements in the Emburse system. - Maintain office personnel lists, including keycard security lists, office layouts, assignment lists, and others. - Provides receptionist support during scheduled breaks and lunch hours; also supports reception station if the receptionist is on vacation or leave. - Assists with managing kitchen and office supply inventories; stocks supply rooms and refrigerators. - Stocks photocopy machines with supplies; maintains relationship with office machine supply vendors, orders necessary supplies and calls in service when necessary. - Assists with set up and break down of conference rooms for meetings. This includes setting up office supplies and food items, and occasional after-hours support when necessary. - Assists with any maintenance requests and scheduling and maintaining relationships. - Clean visitor offices after each use and workspace/offices of departed employees, including removing personal belongings, name plates, etc. and prepare for new hires and visitors. - Assist with overflow legal activities including but not limited to printing documents, prepare mailings, compile binders, conflicts checks and file creation, and more. - Perform closing duties of all office areas. - Other duties as assigned. The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship. Qualifications: - Excellent telephone skills, verbal and written communication skills, Microsoft Office skills, professionalism, customer focus, flexibility to assist with what is needed, organization, informing others, proofreading, basic accounting, and typing. - Ability to read, write, and follow basic directions. - Approximately one to two years on the job experience as a receptionist, office assistant, or secretary is necessary in order to gain an understanding of law office policies and procedures with minimal supervision. - Ability to organize and prioritize numerous tasks and complete them within established time constraints. Consult with firm administrator and attorneys when priorities conflict. - Interpersonal skills necessary to communicate in person, by e-mail, and telephone to provide information with ordinary courtesy, ease, and tact. - Ability to produce a high volume of work, requiring high mental competency, while performing other essential duties. - Work occasionally requires more than 40 hours per week to perform the essential duties of the position; position may require non-standard hours. - Ability to lift boxes and other items up to 40 lbs. This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice. Working Conditions: - Normal law office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. 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.