Office Assistant - Melville
2 days ago
Job description
We have partnered with a large, national Law firm to assist the Office Manager at their Melville, NY (Long Island) locationThis is a full-time, in-office position.
In accordance with New York regulations, the hourly compensation range for this role is $27–$ per hour, depending on relevant education and experience.
Administrative & Practice Support
Support Attorney Practice Coordinators with document preparation, including assembling notebooks and binders
Print, scan, and copy documents as needed
Coordinate courier services and prepare outgoing mail, FedEx, and deliveries
Process and distribute incoming mail and packages
Maintain litigation files (electronic and physical), including organizing and updating binders
Track information and maintain logs for special projects
Assist with invoice coding and processing
Perform general clerical duties and assist with overall office maintenance
Office & Event Support
Assist the Office Administrator with internal events, marketing initiatives, and special events
Coordinate vendors and service providers
Act as liaison with building management for maintenance issues (e.g., temperature, lighting, janitorial services) and track resolutions
Coordinate with third-party cleaning services
Reception & Guest Services
Greet visitors and notify appropriate personnel
Provide hospitality services and assist with conference room and workstation setup
Maintain visitor logs in firm software and ensure compliance with security protocols
Assist with badge administration and Verkada pass support
Conference & Technology Coordination
Manage conference room reservations and calendars
Coordinate technology needs, including Zoom equipment, presentations, and A/V support
Arrange catering, including placing orders, setup, and cleanup
Office Maintenance & Supplies
Maintain café/kitchen and office supply inventory; place supply orders as needed
Ensure cleanliness and organization of common areas, including reception, conference rooms, and café spaces
Operate and maintain standard office equipment
Additional Duties
Keep the Office Administrator informed of issues and operational concerns
Perform other duties as assigned
Qualifications
High school diploma required; associate or bachelor's degree preferred
Minimum of 3 years of experience in a law firm or professional office environment
Strong working knowledge of Microsoft Word, Excel, and Outlook
Ability to organize, prioritize, and manage multiple tasks under tight deadlines
Strong written and verbal communication skills with a professional demeanor
Ability to work independently, demonstrate initiative, and complete tasks with minimal supervision
Comfortable performing high-volume clerical work requiring sustained focus and attention to detail
Ability to operate and maintain office equipment (printers, copiers, laptops, telephones)
Flexibility to work occasional irregular hours and more than 40 hours per week as needed
Ability to lift and distribute files or supplies up to 12 pounds and reach shelves up to 8 feet high
Professional, courteous, and collaborative approach when working with attorneys and staff
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