Assistant: Office Services
About The Position
Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do. We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm. If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Houston office, as an Assistant: Office Services. The Assistant: Office Services is primarily responsible for covering all functions in the Office Services Department including but not limited to copying and printing, mail and overnight deliveries, maintenance, court runs and other deliveries. Serves as a back up to the Conference Rooms Services Department including but not limited to conference room set ups, food set ups and stocking supplies and other duties as assigned by Operations Manager.
Requirements
- High School Diploma. An equivalent combination of education and/or experience may be considered in lieu of the diploma when the experience has been directly related to the functions of the job
- Minimum of two years in Office Services department
- Proficiency in Microsoft Office products
- Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
- Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
- Ability to work under pressure, meet deadlines with shifting priorities
- Must be a self-starter with a high level of initiative
- Strong customer service skills, able to anticipate needs
- Strong attention to detail, organizational skills and the ability to handle multiple projects
- Maintains confidentiality and exercises discretion
- Exercises solid strategic thinking and problem-solving skills
Nice To Haves
- Large law firm experience a plus
Responsibilities
- Responsible for daily processing and metering of mail using the postage machine with Quadient and processing UPS and other shipments using PS Ship
- Responsible for maintaining shipping manifest for all internal ‘pouch’ shipments
- Responsible for mail runs
- Responsible for generating pouch manifest for UPS; routing copies to office pouch is going to and places the original in tray
- Responsible for ordering supplies for FedEx, UPS, DHL and U.S. Mail
- Assist with utilizing Arrival System to check in shipments and deliver packages
- Assist in completing all duplicating, printing, scanning, and binding projects and deliver same
- Assist in replenishing paper in all copy machines on all floors with copy paper each night
- Assist with court runs and other deliveries as needed. Coordinates with messenger service when needed
- Upon Operation Manager’s instructions, assist with office set ups for new hires and internal moves
- Assist with overflow errands and moving boxes as required
- Assist in escorting vendors to and from locations after normal hours as required
- Be available to cover 2nd shift (until 7:30 p.m.) as needed
- Assists with other duties as assigned by Operations Manager or Director of Administration
- Responsible for the detailed tasks of the day-to-day activities of all conference rooms including configuring tables and chairs for meetings of various sizes including setup and breakdown of tables, arranging beverage and food set-ups by following requests via Big Hand; collaborates closely with the Conference Services Coordinator
- Performs conference center room checks to assure readiness and functionality. Ensure conference rooms are clean and orderly following each use. Regularly stocks all areas and replenishes supplies stored under cabinets
- Assist with set-up and clean-up for bi-monthly all office lunches
- Responsible for conference room and kitchen clean up on all floors for readiness for next morning; checking all coffee pots on all floors and turning off and cleaning, loading and running dishwasher and straightening kitchens prior to leaving each day
- Maintains professionalism at all times assuring hospitality-centered service
- Maintains current inventory in Conference Center, and meeting rooms. Keeps all meeting rooms stocked with supplies
- Responsible for overseeing the maintaining of all coffee/copy rooms, attorney’s lounge and kitchens in a clean and show-ready appearance. Stocks all areas on a regular basis
- Serve as back-up to Conference Service Coordinator at the Reception desk
- Assist with placing food orders when needed and interacting with food vendors
- Responsible for keeping Operations Manager informed of all aspects of all your areas of responsibility
Benefits
- medical/dental/vision/life/and AD&D insurance
- 401(k) savings plan
- back-up childcare and eldercare
- generous paid time off (PTO)
- opportunities for professional development and growth
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
