Operations Assistant

5 days ago

Salt Lake, Utah, United States HMG Plus Full time
About Our Client

HMG Plus is a global law firm based out of Chicago, IL, with 22 offices around the world. We are one of the leading firms in the world across all sectors, with market-leading practices in private equity, M&A, and other complex corporate transactions, investment fund formation and alternative asset management, restructurings, high-stakes commercial and intellectual property litigation; and government, regulatory, and internal investigations.

Job Summary

The Operations Services Assistant will provide support in Digital and Delivery Services as well as general Facilities support. Under direct supervision, the Operations Assistant supports the delivery of quality service to clients and Firm personnel by sorting and distributing incoming mail/courier packages; picking up and distributing internal mail; processing outgoing mail/courier packages, maintaining/distributing office supplies, and the inter-office pouch.

Key Responsibilities
  • Sort and distribute incoming mail and packages in a timely manner.
  • Process outgoing mail, courier envelopes, and packages.
  • Deliver incoming courier envelopes and packages; process outgoing courier envelopes and packages; arrange for courier services as needed.
  • Assist Firm personnel with mailing needs, such as certified mail, FedEx, UPS, and courier services.
  • Coordinate, prepare, and process all incoming/outgoing mail for scanning then deliver the parcel to the addressee electronically and/or physically.
  • Track courier and accountable items (FedEx, UPS, Certified Mail, etc.).
  • Prepare and process incoming and outgoing inter-office pouches.
  • Maintain, clean, and stock and take inventory of departments supplies and pantry areas as necessary as well as maintains and distributes office supplies to end users.
  • Maintain accuracy of required reports, logs, and measurements.
  • Assist in the facilitation of office moves and prepares office space for new arrivals.
  • Create ID badges for new personnel and visitors.
  • Collaborate with fellow Operations team members in a combined effort to schedule, assist, report and follow up on building related maintenance requests.
  • Collaborate with IT and Conference Services in coordinating internal and external events, including coordination of supplies, signage, room set-up and any other requests.
  • Manage and update all documents and files related to repairs, utilities, permits, maintenance and other facilities related items.
  • Process invoices related to facilities, and mailroom activities, create requisition forms, process purchase orders, monitor order status, including prepare, execute and track vendor service contracts.
  • Maintain floor plans.
  • Keep track of all meetings and events in office and help direct callers and visitors to each.
  • Add guest names to building security website to allow entry to the building for outside guests. Arrange for temporary internal IDs for visiting attorneys.
  • Monitor meeting start times to ensure rooms are vacated on schedule.
  • Check visitor offices prior to guest's arrival and after departure, to ensure correct set up.
  • Handle Digital Services requests. Operates production printers, scanners, copiers, binding machines, and other digital services related equipment.
  • Complete various print and scan projects and requests using high-volume production MFDs and the Copitrak scanning platform; prepares, scans, and reassembles original documents.
  • Perform quality control checks on print jobs including print quality, job alignment, paper stock, and material used in the printing process.
  • Cross train in all areas of production such as printing, copy, binding, cutting, drilling, and folding.
  • Manages and stocks supplies for all MFD equipment. Stocks and maintains production supplies including paper, tabs, etc.
  • Perform duties and special requests as assigned by management.
Requirements

The qualified candidate will have 2+ years of experience in a customer service-related role preferably in a law firm or professional services environment. Excellent written and verbal communication skills; a customer service orientation; a proactive work ethic; attention to detail and the ability to work well under pressure in a constantly changing environment are required. The qualified candidate must have regular and predictable attendance and the ability to work overtime before and at the end of the work day. Strong organizational skills are essential, including the ability to analyze, assess and prioritize work assignments with minimal supervision.

Ability to type 40+ wpm and to handle multiple incoming telephone lines is required. All qualified candidates will have a strong working knowledge of the internet, document management systems, and the MS Office Suite. A Bachelor's degree is preferred or the equivalent combination of education and work experience is required.

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee's race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

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