Office Assistant

Ogletree Deakins•Columbia, SC

14d•Onsite

About The Position

The Office Assistant supports the delivery of quality legal services by providing clerical and office support in a collaborative, team-oriented environment. The position is based in the firm’s Columbia, South Carolina office and receives assignments under the direction of the Office Administrator, attorneys, paralegals, and practice assistants. The role covers mailroom and copy-center duties, reception and hospitality, facilities and kitchen upkeep, records and file-room maintenance, library support, and general administrative assistance. Support for local marketing and office events may require work outside normal business hours and limited travel.

Requirements

At least 1 year of previous experience in a clerical or Office Assistant role.
Strong interpersonal and customer service skills.
Strong written and verbal communication skills.
Pleasant, clearly understandable phone voice.
Ability to read, respond to, and organize a high volume of emails promptly and accurately.
Ability to work on multiple tasks.
Good organizational skills, including filing.
Ability to keep the work area organized and tidy.
Ability to sit at a desk for one or more hours at a time.
Ability to lift and carry up to 50 pounds.
Good typing speed with few errors.
Strong proofreading skills.
Time-management skills and ability to work independently and as part of a team.
Consistent and punctual attendance.

Responsibilities

Receive, stamp, log, scan, and deliver incoming mail and packages; prepare outgoing mail and packages and transport outgoing USPS mail to the post office at the end of the workday.
Photocopy and scan documents, keep copiers and printers stocked, perform routine equipment maintenance, coordinate service calls and repairs, and maintain office and mailing-supply inventory.
Perform receptionist duties, including opening the front door, preparing the reception area, screening and routing calls, taking messages, and receiving and directing clients and visitors.
Keep reception and conference areas clean and stocked; provide parking passes; maintain conference-room and visitor-office reservations using Maptician; order meals; and set up and clean conference rooms.
Assist with office moves and new-employee workstation setup; maintain the kitchen, dishwasher, coffee machines, microwaves, and refrigerators, including restocking refreshments and coffee supplies.
Maintain the central file room, organize client files, pull and reshelve files, and help locate files.
Maintain accurate off-site records in the firm database; receive, box, inventory, and scan files for off-site storage, update the database, schedule pickups, and coordinate retrievals.
Collaborate with the Office Administrator on library subscriptions and approved additions; receive and file subscription updates.
Order and stock office and kitchen supplies, including refreshments; enter vendor invoices and expense reimbursement requests into Chrome River; and may process local office check requests.
May create client file labels and assemble physical files.
Assist with setup, cleanup, and other tasks related to local marketing and office events; this support may involve work outside normal business hours and limited travel.
Communicate professionally with clients and firm personnel, particularly the Office Administrator, and maintain awareness of employee absences to route calls, mail, and deliveries appropriately.
May assist with audiovisual equipment.