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Operations Assistant

3 months ago

Philadelphia, United States Akin Gump Full time

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 to support the Philadelphia office, reporting to the Office Administrator. The Operations Assistant is responsible for handling the day-to-day operations of the firms Office Services and Conference Services functions along with providing back-up reception duties, when needed. 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.

Key responsibilities of this position include:

+ Liaise with other departments within the Firm such as Information Technology, Marketing, Recruiting, Secretaries and the Office Administrator, as needed in the execution of all duties.

Office Services Duties:

+ Primary oversight for all mail (internal and external) and courier services deliveries to include handling incoming and outgoing U.S. Mail, UPS and other courier services envelopes and packages. This includes physical delivery of outgoing mail or packages to the post office or courier service, when needed. All mail to be scanned and emailed to the recipient per firm guidelines. Prepare firm pouch deliveries to domestic and overseas offices, as needed.

+ Use PS Ship for all package deliveries in compliance with firm guidelines.

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

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

+ Handle all duplicating requests. 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.

+ Set-up and maintenance of visitor offices in compliance with firm protocols.

+ Assist with preparation for and participate in internal office moves.

+ Order office supplies as necessary and ensure supply areas are property stocked and maintained with standard office, cleaning, pantry and courier company supplies. Maintain an inventory control system to avoid overstocking and emergency orders. Ensure purchases made are within firm guidelines.

+ Maintain reproduction, fax and postage equipment; ensure machines are in proper working order.

Conference Services & Guest Services/Reception Duties:

+ Coordinate every aspect of daily meetings and events including filling catering requests and ensuring each meeting is services to firm standards. Includes set-up, maintaining appropriate beverage, food, and supply levels throughout the function and removal of dirty dishes and supplies after the function.

+ Ensure catering pantry, coffee bar and caf equipment are in proper working order.

+ Perform daily maintenance activities to ensure that all food service, conference rooms and work areas are well stocked, neat, safe and orderly. This includes dish washing with a dishwasher and, when needed, by hand; cleaning of refrigerators, sinks, microwave ovens, pantry surfaces and cabinets; and performing other basic housekeeping duties.

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

+ Provide audio-visual and basic IT support for meetings and visitors on an as needed basis, ensuring continuity of video conferences and the highest levels of support is provided to all guests of the firm

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

+ Provide Reception coverage each afternoon or as needed for back-up support. This requires the Assistant to greet, welcome, and announce clients and visitors to the office along with the need to answer calls; screen calls and take and transmit messages to office personnel, clients and visitors.

+ Notify Office Administrator of security concerns.

+ Provide back up support for the online conference room scheduler (EMS) and assist with conference room and visitor office reservations.

+ Process invoices for payment and respond to vendor request for payment status updates.

+ 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.

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

+ Other duties as assigned.

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

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

+ 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 to 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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