Office Services and Events Assistant

Barnes & Thornburg LLP•Grand Rapids, MI

1d•Onsite

About The Position

SUMMARY: According to established policies and procedures, and under the direction of the Office Administrator, this position is responsible for oversight of the office resource and mail room, general operations, event assistance, and overflow support of reception and LAA duties. Observes confidentiality in all client and Firm matters. ESSENTIAL DUTIES AND RESPONSIBILITIES: Resource Center & Mail Room Oversight: Manages daily operations of resource center. Assists with document binding, large-scale print jobs, scanning into records management systems, and preparation of materials for court filings and mailings. Supports large mailing projects and coordinates courier services. Reception & Event Support: Provides backup support for the front desk, including greeting clients and handling phone coverage. Assists with conference room scheduling, event setup, catering orders, food and beverage arrangements, and audiovisual requirements. Office & Hospitality Management: Maintains inventory of kitchen, break room, and office supplies; performs daily stocking of supply rooms and refrigerators. Conducts local errands (e.g., supply and grocery runs) as necessary. Ensures cleanliness and organization of common areas daily. Supply Management & Vendor Coordination: a. Maintains professional relationships with office equipment and supply vendors. Tracks and orders office and mail room supplies; contacts vendors for repairs or service as needed. Other duties as assigned. The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Excellent Telephone Skills, Verbal & Written Communication, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Proofreading, Basic Accounting, and Typing. Ability to read, write and follow basic directions. Approximately two years’ of relevant experience with demonstrated ability to follow office policies and procedures with minimal supervision. Ability to organize and prioritize numerous tasks and complete them within established time constraints. Daily, positive outlook and interpersonal skills necessary to communicate in person, e-mail and phone to provide information with courtesy, ease, and tact. Ability to multi-task, produce a high volume of work, while performing other essential duties. Highly flexible team player willing to assist all levels of the firm when needed. Work occasionally requires more than standard hours per week to perform the essential duties of the position; position may require non-standard hours for evening events, inclement weather, and business continuity purposes. Ability to lift boxes and other items up to 30 lbs. This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

Requirements

Excellent Telephone Skills, Verbal & Written Communication, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Proofreading, Basic Accounting, and Typing.
Ability to read, write and follow basic directions.
Approximately two years’ of relevant experience with demonstrated ability to follow office policies and procedures with minimal supervision.
Ability to organize and prioritize numerous tasks and complete them within established time constraints.
Daily, positive outlook and interpersonal skills necessary to communicate in person, e-mail and phone to provide information with courtesy, ease, and tact.
Ability to multi-task, produce a high volume of work, while performing other essential duties.
Highly flexible team player willing to assist all levels of the firm when needed.
Work occasionally requires more than standard hours per week to perform the essential duties of the position; position may require non-standard hours for evening events, inclement weather, and business continuity purposes.
Ability to lift boxes and other items up to 30 lbs.

Responsibilities

Manages daily operations of resource center.
Assists with document binding, large-scale print jobs, scanning into records management systems, and preparation of materials for court filings and mailings.
Supports large mailing projects and coordinates courier services.
Provides backup support for the front desk, including greeting clients and handling phone coverage.
Assists with conference room scheduling, event setup, catering orders, food and beverage arrangements, and audiovisual requirements.
Maintains inventory of kitchen, break room, and office supplies; performs daily stocking of supply rooms and refrigerators.
Conducts local errands (e.g., supply and grocery runs) as necessary.
Ensures cleanliness and organization of common areas daily.
Maintains professional relationships with office equipment and supply vendors.
Tracks and orders office and mail room supplies; contacts vendors for repairs or service as needed.
Other duties as assigned.