The Office Services / Facilities Clerk is responsible to assist in maintaining the built environment and assuring a safe and comfortable workplace for attorneys, staff, clients and guests. In addition, this position assists with copy/fax/reproduction, hospitality, reception, records, and overall office service operations.
Essential Duties and Responsibilities:
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Maintain the proper general appearance of the office, which includes regular inspections of the office and taking proper action to prevent or correct as needed.
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Responsible for ensuring that the Building’s cleaning vendor properly maintains the cleanliness of the facility.
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Responsible for maintenance and repairs necessary to maintain a safe and comfortable work environment.
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Responsible for coordinating all office moves with the Office Manager and Director of Office Services & Facilities.
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Setup office space for newly hired attorneys and staff.
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Repair office furniture (i.e., chairs, desks, and file cabinets) as needed.
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Performs light bulb replacements as necessary.
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Ensures all office equipment is working properly. Performs and/or schedules preventative maintenance, as needed.
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Coordinates with vendors regarding services as directed by the Office Manager.
Coordinates with building management regarding all building services. -
Responsible for maintaining warranties and information pertinent to preventive maintenance systems. (HVAC air conditioners)
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Check AEDs and complete monthly report.
- Performs the daily mail/fax/reproduction room functions, and maintains a high level of service.
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Assist with setup, testing, and monitoring of audio and video conference calls firm wide, as needed.
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Assist with the operations, maintenance, and troubleshooting of the video/audio conferencing systems.
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Assist users and Office Services staff firm wide with audio, video, and phone support and troubleshooting.
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Assist with ordering and ensuring that adequate supplies for the supply and conference rooms are in place. Obtain quotes for appropriate products and services for Office Manager approval.
- Responsible for timely cost recovery exception editing, and soft costs submissions.
- Assist with creating user accounts and supporting users in various applications (i.e., fax, postage).
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Assist with reception duties (i.e. answering and transferring phone calls, handle messaging/service requests in an efficient and professional manner, greeting visitors, scheduling conference rooms, and scheduling and coordinating audio/video conferences).
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Assist with tasks and projects, as needed, by the Office Manager and Director of Office Services & Facilities.
Education and Experience Required:
- High school diploma or G.E.D.
- Some college or trade school preferred.
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Prior office services and building maintenance experience a plus.
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Prior video conferencing experience a plus.
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Prior mailroom, reproduction, and records experience a plus.
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Prior experience in a law firm environment a plus.
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Prior hands-on experience with audio visual and VOIP systems including hardware and software troubleshooting, maintenance, and support.
Qualifications and Skills Required:
- Strong organizational skills.
- Excellent verbal and written communication skills with the ability to interact with all levels of attorneys, management, and staff.
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Proficient computer skills in Microsoft Outlook, Word, and Excel.
Performance Measures:
The Office Services / Facilities Clerk shall be evaluated by the Office Manager and Director of Office Services & Facilities based on the following performance criteria, which are subject to change with notice:
- Ability to work in a high volume, service oriented environment.
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General office appearance.
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Ability to provide excellent customer service, and make it a priority.
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Effective response and follow-up of problems.
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Ability to monitor maintenance schedules with vendors.
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Professionalism in dealing with attorneys and support staff.
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Ability to be proactive and handle tasks without being told every detail.
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Ability to work in a team environment.
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Ability to prioritize, multi-task, and organize the workload.
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Ability to adhere to schedule, policies, and procedures.
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Ability to maintain and update records and documentation.
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Ability to meet tasks and project deadlines and use time wisely.
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Ability to handle tasks assigned by the Office Manager and Director of Office Services & Facilities.
