Administrative Assistance/office Services Clerk

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Administrative Assistance/Office Services Clerk
The candidate will provide general in-office administrative and office services support to the firm in a detail-oriented, efficient, and organized manner. Provide clerical and office support for attorneys and administrative staff, as well as providing front of house and office services coverage. Provide general in-office administrative support, working closely with Legal Secretaries and fee-earners. Assist with client file opening, conflict checks, and other processes related to onboarding new clients and opening new matters. Assist with the monthly billing process, including time entry, producing billing guides, transferring time, and creating pdf bill packs. Prepare letters and enclosures. Prepare and submit expenses using Chrome River. Photocopy, scan, and print documents. Review and proofread documents. Scan/e-file documents. Assist with maintaining e-files and hard copy filing. Provide Notary and witness services. Assist other teams and support departments. Provide clerical support, including but not limited to, sending and distributing faxes, operating the binding machine, and pick-up and shredding of documents. Sort and distribute incoming mail, operate postage machine including ordering postage and maintain a log of postage usage, deliver outgoing mail to the post office and express courier service locations, and provide local messenger services. Order, receive and maintain supplies for the kitchen, meeting rooms, visitor locations, and copy/supply room supplies, and occasionally travel to local office supply vendors to obtain materials and supplies. Act as key operator and provide general support and maintenance of copy room equipment including copier, fax, postage, binding, and shredding machines. Place service calls when necessary. Provide assistance with office events, including coordinating with personnel to ensure that meeting rooms and events are set up and broken down in a timely and appropriate manner. Assist with office moves and transfers; provide support in office rearrangements, set-up, and clean-up. Pick up files and return them to an appropriate storage location within the office, or pack and send them to other offices. Establish working relationships with outside vendors and service providers. Greet and receive guests and clients at Front of House. Operate multi-line console, answer phones, and transfer calls internally and between office locations, and take and deliver messages. Schedule meetings and arrange conference rooms for multiple offices using the global hospitality software and Web conferencing. Schedule visitor offices. Work with IT and other personnel to maintain meeting rooms and facilitate the use of videoconference and other audio/visual equipment. Other duties as required or assigned.

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