Hall Estill Law Firm
Position Description
Job Title: Office Services Attendant
Summary: Hall Estill is seeking a highly professional, detail-oriented, and dependable Office Services Assistant to support the daily operations of the firm. This position plays a vital role in maintaining an organized, efficient, and client-ready office environment by providing support across multiple office service functions, including reception, mail services, courthouse deliveries, copy services, conference room setup, kitchen support, and office supply management.
This position requires an individual who is organized, adaptable, and capable of managing a variety of responsibilities throughout the day. While certain tasks are performed on a regular schedule, many responsibilities arise throughout the day as requests are received from attorneys, legal assistants, and staff. The ideal candidate is proactive, takes initiative during downtime, anticipates the needs of others, and consistently seeks opportunities to support the firm without waiting for direction.
Key Responsibilities:
- Maintain kitchen and beverage areas, including preparing coffee for attorneys, staff, and clients each morning and cleaning equipment at the end of the day.
- Ensure conference rooms are clean, organized, fully stocked, and prepared for meetings; clean and reset conference rooms following meetings.
- Maintain refrigerators, kitchens, beverage stations, microwaves, and common areas in a clean, organized, and fully stocked condition.
- Monitor inventory levels and restock kitchen, breakroom, copier, and general office supplies.
- Restock and maintain medication and first aide supplies.
- Deliver office supplies to attorneys, legal assistants, and staff as requested.
- Receive, log, sort, and distribute incoming mail and packages.
- Prepare, certify, and process outgoing mail using the firm’s postage equipment.
- Load paper and supplies into copiers and printers throughout the office and notify appropriate personnel of equipment issues when necessary.
- Scan, copy, assemble, hole-punch, tab, and prepare documents for attorneys and legal assistants upon request.
- Organize and distribute monthly litigation tabs to legal assistants as requested.
- Perform courthouse, bank, post office, and other business-related errands, including filing, retrieving, and delivering legal documents.
- Serve as backup receptionist by answering and transferring incoming telephone calls, greeting clients and visitors, and escorting guests to conference rooms.
- Assist with meeting and event set up and breakdown, including food and beverage preparation.
- Cross-train in all Office Services functions to provide coverage and departmental support as business needs require.
- Maintain organized storage areas and monitor inventory to ensure supplies remain adequately stocked.
- Identify tasks requiring attention during periods of downtime and proactively assist attorneys, legal assistants, and coworkers without direct supervision.
- Perform other duties and special projects as assigned.
Knowledge and Skills Required:
- Exceptional attention to detail and organizational skills.
- Strong customer service skills with a professional, positive, and approachable demeanor.
- Ability to manage multiple priorities while adapting to changing demands throughout the workday.
- Demonstrated initiative with the ability to work independently and recognize work that needs to be completed without being directed.
- Strong verbal and written communication skills.
- Excellent time management and follow-through.
- Ability to maintain confidentiality and exercise sound judgment.
- Dependable with a strong work ethic and commitment to supporting the firm’s attorneys, staff, and clients.
- Ability to lift and carry office supplies, paper, mail, and packages on a regular basis.
- Comfortable walking throughout the office and traveling between departments multiple times throughout the day.
- Valid driver’s license, reliable personal vehicle, and acceptable driving record required for courthouse runs, mail delivery, and other business-related errands.
- Proficiency with Microsoft Office applications and standard office equipment preferred.
Experience and Education
- High school diploma or equivalent required.
- Previous experience in office services, administrative support, hospitality, customer service, or professional office environment preferred.
- Experience in a law firm or other professional services environment is a plus but not required.
The above is intended to describe the general content of and requirements for the performance of this position and is not intended as an exhaustive statement of essential functions, responsibilities, or requirements.
Pay: From $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: In person
