Office Assistant

Profile

Office Assistant

The candidate will enter invoices and expense reimbursements into our accounting system for payment. Open front doors and switchboard for business each morning at 8:00am. Answer multi-line phone system promptly in a professional, courteous and helpful manner. Screen phone calls and take messages as required or direct callers to their destination. Communicate effectively and professionally with clients and with others in the Firm. Receive and direct clients and visitors. Keep general state of reception area and conference rooms tidy. Have general knowledge of employee absences to determine appropriate routing of phone calls. Maintain conference rooms and location-specific calendars. Create client file labels and assemble physical files. Order meals for meetings. Conference room set-up and clean-up. Deliver/retrieve files and packages to/from clients when needed. Maintenance of central file room including, but not limited to, keeping client files in numerical order with adequate space for incoming files and filing, pull and reshelf files as requested and assisting with finding files. Management of off-site records system. Manage inventory of all office supplies and order when needed. Load, unload, and start the dishwasher as needed. Ensure that tables, counter areas and kitchen equipment are tidy and wiped down at end of each day. Clean and perform maintenance on coffee and soda machines as recommended by supplier. Clean glass and check copiers for adequate paper supply at the end of each day. Work with the receptionist to coordinate copier repairs with service provider as needed. Assist with clearing jams and general instruction guidance to others in the firm. Retrieve, sort and distribute incoming mail each day. Ensure all outgoing mail has been metered and taken to the Post Office at the end of each day. Ensure all overnight packages are taken to mail room for pick up at the end of the day. Assist office administrators and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel. Assist Office Administrator and Site Support Specialist with computer hardware tracking and provisioning of new machines when necessary. Provide backup to practice assistants to track, record and enter attorney time entries on a daily basis. Light typing, assisting with mailings and other miscellaneous projects as needed. Assist with various weekly projects.

Company info

Ogletree, Deakins, Nash, Smoak & Stewart, P.C.
International Place, Tower II 6410 Poplar Avenue, Suite 300
Memphis
Tennessee
United States 38119
Website : https://ogletree.com