Office Assistant

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Office Assistant

The candidate will provide some secretarial and administrative assistance to attorneys, in addition to performing regularly assigned tasks. Support the delivery of quality legal services to clients by providing clerical and some secretarial assistance to attorneys, paralegals and practice assistants and by working collaboratively and cooperatively with others in a team-oriented environment. Provide support during breaks, lunches, after hours and absences which may include 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. Schedule messengers as necessary. Maintain parking validation and visitor log. Maintain conference rooms and location specific calendars. Create client file labels and assemble physical files. Retrieve, sort and distribute mail. Ensure outgoing mail has been picked up. Order meals for meetings. Conference room set-up and clean-up. 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 assist with finding files. Load, unload, start 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. Stock kitchen refrigerator. 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. Ensure all mail has been metered and taken to mail room for pick up 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 administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. Require duties before/after normal business hours and travel to courts and for various Firm errands. Provide back-up to practice assistants to track, record and enter attorney time entries on a daily basis. Receive packages, stocking office supplies, and working with the OA to ensure that adequate stock of office supplies is maintained. Should have 1+ years of previous experience in an Administrative or Office Assistant role. Typing skills of 70+ WPM is required.

Company info

Ogletree, Deakins, Nash, Smoak & Stewart, P.C.
701 Brickell Avenue Suite 2020
Miami
Florida
United States 33131
Website : https://ogletree.com