39 applicants
Akin Gump Strauss Hauer & Feld LLP · 2 days ago
Office Services Assistant
Philadelphia, PA
Full-time
Onsite
Entry Level
1+ years exp
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Hiring Manager
Raechel Reynolds
Insider Connection @Akin Gump Strauss Hauer & Feld LLP
Responsibilities
Open the office; including light cleaning/organizing, preparing coffee, restocking supplies and other tasks as assigned.
Perform and/or arrange for general maintenance of office furnishings, space and equipment, including managing work requests and coordinating with service vendors and building maintenance staff.
Be observant of, report, and resolve housekeeping issues such as, lights out, stains on floors or carpets, plumbing, janitorial concerns, and damage to walls, doors, desks, etc.
Assist with preparation for and participate in internal office moves, including moving office items, packing/unpacking office, and cooperating with outside vendors when necessary.
Resolve facilities and office space-related problems when possible and, as necessary, report problems to Office Administrator.
Maintain an inventory of operational supplies, cleaning supplies, furnishings, and equipment.
Perform daily maintenance activities to ensure that all work areas are neat, safe and orderly.
Wash dishes with a dishwasher and by hand; clean refrigerators; clean sinks, microwave ovens, pantry surfaces and cabinets; and perform other basic housekeeping duties.
Order, stock, and maintain supplies in main kitchen, catering kitchen, central storage areas, and conference rooms.
Provide Reception coverage.
Greet, welcome, and announce clients and visitors to the office.
Ensure continuity of video conferences.
Track and maintain visitor keys and access cards.
Notify Office Administrator of security concerns.
Answer telephones (internal and external calls); screen calls and take and transmit messages to office personnel, clients and visitors.
Maintain the online conference room scheduler for the Philadelphia office; assist with conference room and visitor office reservations.
Set up conference rooms before meetings, including serving food prepared by outside caterers and preparing beverage set-ups for groups ranging from two people to large groups; maintain appropriate beverage, food, and supply levels throughout the function; remove dirty dishes and supplies after the function.
Process invoices for payment.
Respond to vendor request for payment status updates.
Coordinate with vendors to resolve billing issues.
Accept overflow clerical work from Office Administrator and secretaries as needed.
Ensure departmental signage is accurate, posted, and updated in a timely manner.
Ensure departmental forms and logs are completed accurately and thoroughly.
Proof completed work for accuracy and thoroughness, paying close attention to instructions and detail.
Place food orders.
Pick up last-minute food orders from local caterers and restaurants as necessary.
Serve as Receptionist for special office events (conferences, symposia, training programs), and direct outside visitors to their destinations.
Order office supplies as necessary.
Sort, prepare and distribute promptly all incoming U.S. Mail, UPS, Federal Express, DHL and other courier services envelopes and packages.
Collect and distribute internal and firm interoffice mail.
Prepare outgoing U.S. Mail, UPS and other courier service requests from personnel, including dropping off outgoing mail where applicable.
Prepare firm pouch deliveries to domestic and overseas offices.
Ensure postage usage is tracked for recovery using client numbers and personal accounts.
Make post office trips for special mailings (e.g., certified, insured, etc.) as necessary.
Monitor and maintain inventory of supplies for U.S. Mail, UPS and other courier companies.
Assist attorneys and staff with mailing and shipping queries; track missing packages.
Monitor and maintain copier, printer, postage, and machine supplies.
Maintain reproduction equipment; ensure machines are in proper working order.
Maintain mailroom equipment, including fax machines; ensure machines are in proper working order; report machine malfunctions and failures.
Reproduce and finish (including collating, stapling, hole punching/drilling, binding) documents, articles, books, maps, and blueprints, using copy machines, binding machines and other appropriate equipment.
Coordinate and prepare outgoing work for offsite duplicating services; receive and check incoming work from offsite duplicating services.
Qualification
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Required
High school diploma or equivalent
Minimum of 1 year working in a similar role with conference services, catering and/or office services experience preferred
Extensive knowledge of U.S. Postal and courier services/ deadlines, rule and regulations, and the ability to explain same to firm personnel
Extensive knowledge of facsimile machine operations, including machine maintenance
Extensive knowledge of and ability to operate and maintain copy machines
Ability to input data into computerized systems
Excellent oral and written communication skills
Ability to read, comprehend and follow instructions
Ability to think critically and be solution oriented
Working knowledge of Microsoft Office applications; including Word, Excel, and Outlook
Working knowledge of Adobe document applications, including working with PDF files and attachments
Working knowledge of firm’s e-mail and document management systems
Familiarity with domestic and international calling codes
Ability to work independently, take initiative, set priorities and see projects through completion
Ability to meet deadlines and respond to changing priorities
Ability to handle many tasks simultaneously
Ability to perform clerical tasks with a high degree of accuracy
Ability to work with a wide range of people in a fast-paced team setting
Ability to establish effective working relationships within the department, office and firm
Ability to establish effective working relationships with vendors and others outside the firm
Ability to perform mathematical functions - add, subtract, multiply, divide, percentages
Excellent record-keeping skills
Legible handwriting
Strong service orientation
Commitment to professional growth
Company
Akin Gump Strauss Hauer & Feld LLP
Akin is a global law firm with more than 900 lawyers and advisors who pride themselves on dedication to their clients and their communities.
1,001-5,000 employees
H1B Sponsorship
Akin Gump Strauss Hauer & Feld LLP has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Trends of Total Sponsorships
2023 (4)
2022 (2)
2021 (2)
2020 (4)
Funding
Current Stage
Late StageLeadership Team
Brian Sprague
Chief Operating Officer
Clete Willems
Partner
Recent News
Akin Gump Strauss Hauer & Feld LLP
2024-04-24
Akin Gump Strauss Hauer & Feld LLP
2024-04-24
Akin Gump Strauss Hauer & Feld LLP
2024-04-24
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