Office Services Assistant

Position Overview

Under the general direction of the Office Manager, shall be responsible for providing office maintenance tasks for attorneys and administrative staff.  This role is in office 5 days a week. The annual base compensation for this role is commensurate with experience and set between $63,000 - $67,000.

The Role

• Provides clerical support including but not limited to photocopying services, sending and distributing faxes, sorting and distributing incoming mail, delivering outgoing mail as necessary to post office and to express courier service locations, providing local messenger services as needed, operating binding machine, operating postage machine including ordering postage and keeping log of postage usage, daily pick up and shredding of documents.
• Scanning and digitizing hardcopy documents using the firm's systems.
• Receiving and processing electronic documents
• Travels to local outside vendors (i.e. FedEx, UPS, Staples, etc.) when necessary to obtain materials and supplies or complete projects appropriately.
• Orders and receives office and kitchen supplies with approval from the Office Manager.  Maintains all supplies in an orderly fashion and inventories stock periodically to maintain adequate level of supplies.  Verifies packing slips for receipt and delivery forwarding receipts to the Office Manager.
• Maintains supplies in all offices and satellite copy areas.
• Coordinates and assists  reception to arrange for the set-up of meeting room furniture/room configuration prior to in-office meetings.
• Acts as key operator for general maintenance of copy room equipment including copier, fax, postage, binding and shredding machines.  Places service calls when necessary and orders supplies for equipment when approved by Facilities Supervisor.
• Coordinate with office management on firm entertainment (may take place after hours) and provide support in office rearrangements, set up and clean up.
• Maintain server and satellite coffee area including stocking of supplies, organizing inventory, etc.
• Assists with office moves and transfers.
• Picks up files and returns to appropriate storage location within SF office and when necessary as advised by the Records department, packs and sends files to other offices.
• Replaces printer toner cartridges when needed.
• Maintain patio area, including daily opening/closing umbrellas, uncovering and uncovering patio furniture and coordinating with Office Manager on repairs.
• Maintains premises making minor repairs when necessary, e.g., cabinet jams, desk or chair repairs, etc,
• Establishes working relationships with outside vendors and service providers.
• Participates in maintaining manual for department.
• Other duties as required or assigned by supervision.

Education and Skill Requirements

• Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages.
• Technical ability to use multi-function devices, MS Office Suite, various digitizing tools
• Approximately six months to one year on the job experience necessary in order to gain an understanding of the office policies and procedures and effectively operate equipment with minimal supervision.
• Ability to organize and prioritize a multitude of tasks and daily responsibilities and complete them under tight time constraints.
• Strong interpersonal skills necessary in order to communicate by phone and in person with employees and vendors and to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing essential duties.
• Ability to retrieve and distribute printed volumes, push and pull packages, books, boxes and files weighing up to 30 pounds, and ability to move office furniture and retrieve and replace objects from shelves of up to 8 ft high.
• Ability to travel to private and public buildings via private or public conveyance to assist attorney in attending to client needs on legal matters.
• Must have flexibility for overtime before or after normal work hours.
• Must be able to work independently or as part of a team.

About Withers

Where global collaboration achieves exceptional results. 

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A law firm focused on people and collaboration. 

For the past 125 years, Withers has supported some of the world’s most remarkable people and organizations at defining moments in their lives. 

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. 

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. 

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.  

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself. 

We are delighted to announce that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector. 

For more information on Withers, please visit the following links: General Career Site, LinkedIn, About Us 

Equal Opportunities Employment Statement 

The firm is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at (203) 789-1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.