Office Services Assistant
JOB SUMMARY
Kutak Rock LLP seeks an Office Services Assistant in its Tallahassee office to provide front desk reception duties while providing overall assistance to the day-to-day operations of the office. This role is ideal for a professional, customer-service minded individual who enjoys being in a public facing role while working in a collegial and collaborative environment.
This part-time position (20 hours a week) is in-office, Monday through Friday.
RESPONSIBILITIES
- Submit work orders to property manager for building maintenance issues, HVAC issues, lighting, etc.
- Maintain all printer stations: keep printer areas stocked with paper and keep Ricoh machine stocked with appropriately sized paper in each drawer; troubleshoot issues with Ricoh machine and place service calls when needed
- Assist with other related clerical duties such as mailing, shipping FedEx, photocopying, faxing, filing, and scanning as needed
- Order, organize and maintain stock of office and kitchen supplies
- Maintain kitchen: load/unload dishwasher, keep refrigerator stocked and clean
- Assist with file closings: log into electronic database, load into boxes, and prepare for offsite storage
- Assist clients, guests, and employees with conference room audio/visual and video equipment
- Enter time and expenses for submission to Accounting Department through IntApp software
- Assist with monthly billing
- Organize and maintain extensive sets of files, both electronic and paper
- Operate the telephone console by professionally answering incoming calls
- Direct callers to appropriate persons and/or take messages
- Maintain conference room facilities
- Greet and direct visitors in a friendly, professional manner
- Coordinate and schedule conference rooms
- Ensure conference rooms are fully equipped and setup for meetings, maintained for use, stocked with necessary supplies and the necessary actions are taken following meetings for additional use
- Assist with weekly shredding
- Assist with firm after-hour events, if needed
- Provide backup support to legal secretaries if needed
- Assist with other duties as assigned
QUALIFICATIONS: Skills and Abilities
- Ability to work independently
- Ability to prioritize, organize, and multitask
- Excellent verbal and written communication skills
- Keen attention to detail
- General knowledge of PC and Windows applications, including Microsoft Office products
- General knowledge of standard office equipment
- Must be able to perform moderate lifting, pushing and pulling supplies on dollies, and maneuvering shredding bucket throughout the office
QUALIFICATIONS: Education and Experience
- High school education or equivalent
- Customer service, hospitality related field or previous receptionist experience preferred
Position Information
Status: Non-Exempt
Salary Range: $20 per hour
Work Arrangement: In Office
Additional Information
Any offer of employment is contingent upon the successful completion of a background check. Consideration of any background check will be an individualized assessment based on the applicant or employee’s specific record and the duties and requirements of the specific job.
About the Firm
Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 21 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.
We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement, and loyalty of our people.