Operations Assistant - Philadelphia, United States - Akin Gump

Description

Location: Philadelphia

Schedule: 9:00 AM to 5:00 PM

FLSA: Non-Exempt

Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Operations Assistant, reporting to the Philadelphia Office Administrator.

The role will reside in the Philadelphia office and will be responsible for providing assistance with all Philadelphia office operational and business services functions along with other administrative duties, as assigned. The primary responsibilities include conference services, reception, office services, office maintenance requests, audio-visual support for meetings, basic on-site assistance related to IT support and questions from visitors, supply ordering and stocking, duplicating requests, mailroom duties, and general organization and upkeep of the office. Conference services related duties include setting up conference rooms, catering, and coordination and set up of visitor services in compliance with firm protocols and procedures.

The Operations Assistant is expected to perform all responsibilities with a commitment to providing superior service to the firms attorneys, advisors, and staff, and maintaining an atmosphere of teamwork and continuous improvement. Above all, the Operations Assistant must fulfill the needs of the firm in a manner which is consistent with the firm's Core Values.

Key responsibilities of this position include:

+ Open the office; including light cleaning/organizing, preparing coffee, restocking supplies and other tasks as assigned.

+ Perform and/or arrange for general maintenance of office furnishings, space and equipment, including managing work requests and coordinating with service vendors and building maintenance staff.

+ Be observant of, report, and resolve housekeeping issues such as, lights out, stains on floors or carpets, plumbing, janitorial concerns, and damage to walls, doors, desks, etc.

+ Assist with preparation for and participate in internal office moves, including moving office items, packing/unpacking office, and cooperating with outside vendors when necessary.

+ Resolve facilities and office space-related problems when possible and, as necessary, report problems to Office Administrator.

+ Maintain an inventory of operational supplies, cleaning supplies, furnishings, and equipment.

+ Perform daily maintenance activities to ensure that all work areas are neat, safe and orderly.

+ Wash dishes with a dishwasher and by hand; clean refrigerators; clean sinks, microwave ovens, pantry surfaces and cabinets; and perform other basic housekeeping duties.

+ Order, stock, and maintain supplies in main kitchen, catering kitchen, central storage areas, and conference rooms.

+ Provide Reception coverage.

+ Greet, welcome, and announce clients and visitors to the office.

+ Ensure continuity of video conferences.

+ Track and maintain visitor keys and access cards.

+ Notify Office Administrator of security concerns.

+ Answer telephones (internal and external calls); screen calls and take and transmit messages to office personnel, clients and visitors.

+ Maintain the online conference room scheduler for the Philadelphia office; assist with conference room and visitor office reservations.

+ Set up conference rooms before meetings, including serving food prepared by outside caterers and preparing beverage set-ups for groups ranging from two people to large groups; maintain appropriate beverage, food, and supply levels throughout the function; remove dirty dishes and supplies after the function.

+ Process invoices for payment.

+ Respond to vendor request for payment status updates.

+ Coordinate with vendors to resolve billing issues.

+ Accept overflow clerical work from Office Administrator and secretaries as needed.

+ Ensure departmental signage is accurate, posted, and updated in a timely manner.

+ Ensure departmental forms and logs are completed accurately and thoroughly.

+ Proof completed work for accuracy and thoroughness, paying close attention to instructions and detail.

+ Place food orders.

+ Pick up last-minute food orders from local caterers and restaurants as necessary.

+ Serve as Receptionist for special office events (conferences, symposia, training programs), and direct outside visitors to their destinations.

+ Order office supplies as necessary.

+ Sort, prepare and distribute promptly all incoming U.S. Mail, UPS, Federal Express, DHL and other courier services envelopes and packages.

+ Collect and distribute internal and firm interoffice mail.

+ Prepare outgoing U.S. Mail, UPS and other courier service requests from personnel, including dropping off outgoing mail where applicable.

+ Prepare firm pouch deliveries to domestic and overseas offices.

+ Ensure postage usage is tracked for recovery using client numbers and personal accounts.

+ Make post office trips for special mailings (e.g., certified, insured, etc.) as necessary.

+ Monitor and maintain inventory of supplies for U.S. Mail, UPS and other courier companies.

+ Assist attorneys and staff with mailing and shipping queries; track missing packages.

+ Monitor and maintain copier, printer, postage, and machine supplies.

+ Maintain reproduction equipment; ensure machines are in proper working order.

+ Maintain mailroom equipment, including fax machines; ensure machines are in proper working order; report machine malfunctions and failures.

+ Reproduce and finish (including collating, stapling, hole punching/drilling, binding) documents, articles, books, maps, and blueprints, using copy machines, binding machines and other appropriate equipment.

+ Coordinate and prepare outgoing work for offsite duplicating services; receive and check incoming work from offsite duplicating services.

Qualifications (Experience, Knowledge, Skills & Abilities):

+ High school diploma or equivalent

+ Minimum of 1 year working in a similar role with conference services, catering and/or office services experience preferred

+ Extensive knowledge of U.S. Postal and courier services/ deadlines, rule and regulations, and the ability to explain same to firm personnel

+ Extensive knowledge of facsimile machine operations, including machine maintenance

+ Extensive knowledge of and ability to operate and maintain copy machines

+ Ability to input data into computerized systems

+ Excellent oral and written communication skills

+ Ability to read, comprehend and follow instructions

+ Ability to think critically and be solution oriented

+ Working knowledge of Microsoft Office applications; including Word, Excel, and Outlook

+ Working knowledge of Adobe document applications, including working with PDF files and attachments

+ Working knowledge of firms e-mail and document management systems

+ Familiarity with domestic and international calling codes

+ Ability to work independently, take initiative, set priorities and see projects through completion

+ Ability to meet deadlines and respond to changing priorities

+ Ability to handle many tasks simultaneously

+ Ability to perform clerical tasks with a high degree of accuracy

+ Ability to work with a wide range of people in a fast-paced team setting

+ Ability to establish effective working relationships within the department, office and firm

+ Ability to establish effective working relationships with vendors and others outside the firm

+ Ability to perform mathematical functions - add, subtract, multiply, divide, percentages

+ Excellent record-keeping skills

+ Legible handwriting

+ Strong service orientation

+ Commitment to professional growth

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility

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