Administrative Office Assistant/Office Services

Becker & Poliakoff, P.A.•Orlando, FL

1d•Onsite

About The Position

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey and Washington, DC. Becker prides itself on client focused services and a commitment to always exceeding our client's expectations. Since 1973, we have been focusing on building a culture that is collaborative, creative, and passionate about growth. We offer a comprehensive benefits package including Employer-Paid benefits, Mental Health coverage, and even a 401k match! To fulfill our commitment to our employee’s health and safety, Becker has committees – such as the Mental Health and Wellness Committee – that ensures our employee’s individual health is always a priority. We provide every incoming employee with individualized training to ensure that they are experts on Becker’s use of above-industry-standard software and in their role. We are seeking a highly organized and proactive Office Assistant to join our Attorney Support Services team. The ideal candidate will excel in a professional and team-oriented environment. The role requires excellent communication skills, meticulous attention to detail, and the ability to thrive in a fast-paced environment.

Requirements

Must have a high school diploma, some secretarial training, and at least three (3) years of administrative office experience.
Position requires secretarial skills, including keyboarding proficiency, proficiency with personal computers and word-processing and spreadsheet software, the ability to organize files and workflow, and a proficient command of the English language.
Must be able to communicate well verbally and in writing, be reliable, extremely organized, and have the ability to get along well with co-workers.
Must have reliable transportation and a valid Florida Driver’s License.

Responsibilities

Conducts mailroom operations, opens, sorts, and scans incoming mail and packages for distribution in the absence of the receptionist.
Prepares copying, scanning, and printing jobs as requested.
Processes daily outgoing U.S. mail and interoffice FedEx packages and delivers to the appropriate locations.
Coordinates mid-level IT support for the Office, including handling assignments and return of Firm IT equipment.
Orders office supplies, business cards, and maintains an appropriate level of inventory.
Handles annual supply and furniture inventory and maintains IT equipment spreadsheet.
Coordinates service for Copiers and Printers and replaces Toner as necessary.
Re-stocks and shelves photocopy paper and fills and printers and copiers with paper daily.
Maintains and restocks the break room and Coffee Station daily.
Assist in the maintenance of the file room.
Assist with remote storage file requests and returns.
Occasional runs as needed.
Maintain supplies in Visiting Attorney Offices and keep offices clean and neat.
Save certified return receipts and signatures for litigation matters.
Assist Office Manager with various office projects.
Assist CA/DA with seminar and workshop preparation as needed.
Assist with daily attendance email.
Assist with UKG review.
Assists with review of office operation invoices and enters them for payment.
Assist with Vendor invoice processing as needed.
Offer and serve beverages to clients and attorneys in the conference room(s).
Place and pick up food orders for meetings in the absence of the receptionist.
Set-up and clean-up of conference room(s), lounge, or other rooms used for meetings or gatherings.
Ensure all meetings are set up with the necessary IT equipment, laptop, etc.
Ensure meetings are set up with snacks, breakfast, lunch, and/or dinner as requested – including beverages, utensils, etc.
Assist Office Manager with coordinating all office events (i.e., staff luncheons, fundraisers, holiday parties, etc.); catering; rentals and logistics.