Assistant: Office Services

Mayer Brown•Houston, TX

21h•Onsite

About The Position

Mayer Brown is an international law firm that represents major corporations, funds, and financial institutions. They are seeking a motivated individual with a commitment to excellence to join their Office Services department in Houston as an Assistant: Office Services. This role is primarily responsible for covering all functions within the Office Services Department, including copying, printing, mail and overnight deliveries, maintenance, and court runs. The position also serves as a backup to the Conference Rooms Services Department, assisting with conference room setups, food setups, and stocking supplies, under the direction of the 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.
May require occasional lifting of up to 40 lbs. (conference room equipment, tables, chairs, etc.)

Nice To Haves

Large law firm experience a plus.

Responsibilities

Daily processing and metering of mail using the postage machine with Quadient and processing UPS and other shipments using PS Ship.
Maintaining shipping manifest for all internal ‘pouch’ shipments.
Performing mail runs.
Generating pouch manifest for UPS, routing copies to the correct office, and placing the original in the tray.
Ordering supplies for FedEx, UPS, DHL, and U.S. Mail.
Utilizing Arrival System to check in shipments and deliver packages.
Completing duplicating, printing, scanning, and binding projects and delivering them.
Replenishing paper in all copy machines on all floors each night.
Assisting with court runs and other deliveries as needed, coordinating with messenger service when necessary.
Assisting with office setups for new hires and internal moves upon Operations Manager’s instructions.
Assisting with overflow errands and moving boxes as required.
Escorting vendors to and from locations after normal hours as required.
Being available to cover the 2nd shift (until 7:30 p.m.) as needed.
Assisting with other duties as assigned by Operations Manager or Director of Administration.
Configuring tables and chairs for meetings of various sizes, including setup and breakdown, and arranging beverage and food set-ups by following requests via Big Hand.
Performing conference center room checks to assure readiness and functionality.
Ensuring conference rooms are clean and orderly following each use.
Regularly stocking all areas and replenishing supplies stored under cabinets.
Assisting with set-up and clean-up for bi-monthly all office lunches.
Performing conference room and kitchen clean up on all floors for readiness for the next morning, checking coffee pots, turning off and cleaning them, loading and running the dishwasher, and straightening kitchens prior to leaving each day.
Maintaining professionalism at all times, assuring hospitality-centered service.
Maintaining current inventory in the Conference Center and meeting rooms.
Keeping all meeting rooms stocked with supplies.
Overseeing the maintaining of all coffee/copy rooms, attorney’s lounge, and kitchens in a clean and show-ready appearance.
Stocking all areas on a regular basis.
Serving as back-up to the Conference Service Coordinator at the Reception desk.
Assisting with placing food orders when needed and interacting with food vendors.
Keeping Operations Manager informed of all aspects of all areas of responsibility.