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Support Services Specialist
3 months ago
Job Title: Support Services Specialist
Location: Baltimore, MD
Job Type: Full-Time, Non-Exempt
About Us:
We are a growing business and litigation law firm with approximately 200 attorneys in the Mid-Atlantic region. Our teams dedication to excellence has established us as a leader in the legal industry. We are currently seeking a highly skilled and experienced Support Services Specialist to support our Baltimore Office.
Job Description:
The Support Services Specialist, under the supervision of the Office Administrator, is responsible for providing a wide variety of services to all legal and non-legal staff, ensuring smooth operations and excellent customer service. This role encompasses catering setup, ordering supplies, maintaining kitchens, copy rooms, and conference rooms, as well as mailroom services. The specialist will also serve as a backup for the Mailroom Specialist, Receptionist, and Records department, ensuring cross-functional support.
Key Responsibilities:
Catering Services:
- Order food and beverages for meetings and events as required.
- Set up meeting rooms with catering services, including food and beverage setup, ensuring all supplies are available for use.
- Break down and clean meeting rooms promptly after meetings, ensuring leftover food is appropriately handled.
- Monitor and update the meeting calendar to ensure accurate scheduling and preparation.
Ensure conference rooms are adequately stocked with office supplies that may be needed during meetings.
Conference Rooms/Coffee Stations/Kitchens:
- Set up conference rooms with beverages and supplies for meetings as indicated in the conference room log, and promptly reset and clean rooms after meetings.
- Ensure all conference rooms are clean, neat, and orderly when not in use.
- Maintain adequate office supplies in conference rooms.
- Keep coffee stations and kitchens clean, orderly, and well-stocked throughout the day.
- Clean refrigerators in kitchens monthly and monitor dishwashers.
Stocking and Inventory Management:
- Stock all copier rooms with adequate supplies, including paper, toner, and envelopes.
- Ensure all printer stations are well-stocked with necessary supplies.
- Maintain up-to-date inventory logs of supplies and equipment.
- Inventory supply rooms and submit orders as needed, ensuring delivery packing slips are appropriately filed.
Backup and Additional Support:
- Serve as backup to the Mailroom Specialist, Receptionist, and Records department, ensuring cross-training and smooth operation.
- Relieve the receptionist for breaks and lunch hours and cover the front desk when the receptionist is out of the office.
- Perform various other duties as assigned by the Office Administrator.
Education and Experience:
- High school diploma or equivalent.
- Two or more years of work experience in a similar role.
Skills and Abilities:
- Entry to mid-level knowledge of e-mail and Microsoft Word, with an aptitude for learning other office-related software.
- Excellent communication skills.
- Ability and willingness to work cooperatively and professionally with co-workers and the Office Administrator.
- Flexibility in work schedule, including availability to work overtime as needed.
What We Offer:
- A competitive salary and benefits package.
- Opportunities for professional growth and development within a dynamic and supportive environment.
- A collaborative culture that values innovation, integrity, and inclusivity.
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
