Office Operations Assistant

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Office Operations Assistant
The candidate works closely with the department leaders and adheres to Firm policies and procedures while performing this position’s responsibilities. Assists in the preparation of new attorney and business services hires, including facilitating building access registration and issuance of building keycard, new office or work space set-up, coordination of firm-issued equipment with IT, installation of new hire’s nameplate. Works with department leadership on identifying office or work space locations for new attorneys and business services personnel. Assists with assigning visitor offices as requested and confirms the office is ready for use (clean, nameplate installed and equipped, as appropriate). Registers all visitors Visitor and/or BluSKY. Assists with processing and activating keycards into C-CURE database and with proper approval, assigns access to restricted areas of the Firm. Programs loaner keycards and updates inventory to ensure keycards are returned. Follows up when needed to track down loaner cards. Receives, tracks and follows-up as necessary on all service calls placed by MB personnel related to facilities and operations. Place special cleaning requests for housekeeping night staff including carpet cleaning, disinfecting, and out of the ordinary cleaning, follows up as appropriate to ensure completion. Assists with creating and distributing relocation sheets for administrative hires and moves as required. Engages with new and current staff to conduct ergonomic reviews and follows up to make sure all corrective measures are implemented in a timely manner. Assists in retaining inventory of ergonomic equipment and maintains certification as Certified Office Ergonomics Evaluator. Assists with the recruiting of MB emergency safety teams members, fire safety team training and evacuation drills with building management. Maintains a key role in the office’s emergency procedures; interacts and coordinates with building security on all on-site incidents and 911 emergency calls. Assists as needed on interoffice moves. Assists with maintaining office vendor list including Certificate of Insurance on file with Building Management. Assists with posting GlobalNet entries submitted by HR and ADR as well as classified listings. Assists with ensuring information on GlobalNet relating to each building and operational departments is accurate and up to date. Reviews and processes day to day vendor invoices, as requested/assigned. Performs daily floor inspections to identify problem areas and necessary repairs and clean up areas. Performs other duties as assigned or required to meet Firm goals and objectives. High School or GED is required, Bachelor’s degree is preferred. Should have 2+ years of customer service experience. Previous work experience in a legal or professional services environment is strongly preferred. Experience utilizing cardholder access databases a plus. Certify Office Ergonomics Evaluator is a plus.

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