Law Firm Office Services

4 weeks ago

Tampa, United States Phelps Dunbar LLP Full time
Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Office Services / Facilities Clerk assists with copy/fax/reproduction, records, and overall office service operations. In addition, this position is responsible to assist in maintaining the built environment and assuring a safe and comfortable work place for attorneys, staff, clients and guests.

Essential Duties and Responsibilities:

Performs the daily mail/fax/reproduction room functions, and maintains a high level of service.
Ensures all office equipment is working properly. Performs and/or schedules preventative maintenance, as needed.
Assist with testing, setup, and monitoring of audio and video conference calls.
Check AEDs and complete monthly report.
Responsible to assist with onsite and offsite records.
Responsible to assist with ordering and ensuring that adequate supplies for the supply and conference rooms are in place. Assist with obtaining quotes for appropriate products and services for Office Manager approval.
Coordinates with vendors regarding services as directed by the Office Manager.
Coordinates with building management regarding all building services.
Responsible for maintaining warranties and information pertinent to preventive maintenance systems. (HVAC air conditioners)
Responsible for coordinating all office moves with the Office Manager and Director of Office Services & Facilities.
Setup office space for newly hired attorneys and staff.
Repair office furniture (i.e., chairs, desks, and file cabinets) as needed.
Maintain the proper general appearance of the office, which includes regular inspections of the office and taking proper action to prevent or correct as needed.
Responsible for ensuring that the Building’s cleaning vendor properly maintains the cleanliness of the facility.
Supervises all maintenance and repairs necessary to maintain a safe and comfortable work environment.
Performs light bulb replacements as necessary.
Assist with tasks and projects, as needed, by the Office Manager and Director of Office Services & Facilities.

Education and Experience Required:

High school diploma or G.E.D.
Some college preferred.
Prior office services and building maintenance experience required.
Prior video conferencing experience a plus.
Prior mailroom, reproduction, and records experience a plus.
Prior experience in a law firm environment a plus.

Qualifications and Skills Required:

Strong organizational skills.
Excellent verbal and written communication skills with the ability to interact with all levels of attorneys, management, and staff.
Proficient computer skills in Microsoft Outlook, Word, and Excel.

Performance Measures:

The Office Services / Facilities Clerk shall be evaluated by the Office Manager and Director of Office Services & Facilities based on the following performance criteria, which are subject to change with notice:

Ability to work in a high volume, service oriented environment.
General office appearance.
Ability to provide excellent customer service, and make it a priority.
Effective response and follow-up of problems.
Ability to monitor maintenance schedules with vendors.
Professionalism in dealing with attorneys and support staff.
Ability to be proactive and handle tasks without being told every detail.
Ability to work in a team environment.
Ability to prioritize, multi-task, and organize the workload.
Ability to adhere to schedule, policies, and procedures.
Ability to maintain and update records and documentation.
Ability to meet tasks and project deadlines, and use time wisely.
Ability to handle tasks assigned by the Office Manager and Director of Office Services & Facilities.

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