Office Services Associate

K2 Services•Costa Mesa, CA

9d•$26

About The Position

The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.

Requirements

3-5 years of proven experience, preferably in a professional services or similar environment
Excellent verbal and written communication skills
The ability to thrive within a high pressured environment.
Effective time management and conflict resolution skills required
A medium level of technology efficiency using Microsoft Office products and applications
Experience working in an environment where priorities are constantly changing
Excellent attention to detail and ability to think/work quickly under pressure
Ability to prioritize, organize and follow up effectively.
Ability to multi-task and process information expeditiously
Ability to be a clear thinker, analyze, strategize, and resolve problems
Ability to maintain confidentiality and security of any client information
Displays a pleasant and cheerful disposition at all time
Ability to lift or move 40 lbs. or greater
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
Ability to walk, bend, kneel, stand or sit for an extended period of time

Responsibilities

Responsible for the coordinated delivery of Facilities and File Center
Supporting Vendor relations and following up on needs including schedule, support, and routine maintenance.
Working with the Building to report issues and following through for resolutions
Assisting with maintaining the tidiness and cleanliness of the entire office space
Ensuring visitor offices are clean, tidy and well stocked at all times
Support office relocations and moves
Assisting with copying and scanning projects
Assisting with mailings and other miscellaneous projects as needed
Provide Reception coverage as needed . NOTE - Termed "backup", but could be 1-4 hours a day
Provide consistent, exceptional Client First service to all visitors, clients and employees of the Firm
Assisting with delivering and retrieving food, boxes and materials as needed
Ensure the complete life cycle of records, paper and electronic, are managed efficiently and effectively from implementation of organization to ultimate disposition
Collaborate with Records team to process loose documents, create new files, index files for offsite storage, and manage physical space for files, to include shifting files for offsite storage, and returning or destroying files after close of matter, to conform with current RIM policies and procedures
Collaborate with Records team to process incoming lateral files and outgoing files for transfer in conjunction with the Office of General Counsel
Adhere to and help enforce firm records policies and procedures
Other duties assigned as necessary to support the operations of the office
Compile data on a weekly basis and share with leadership
Daily and weekly recaps
Weekly Opensity Team Meetings