Office Services Supervisor

New York, NY

Reports to:  Office Manager/Director of Administration, Facilities & Operations

Department: Administration & Office Services

Duties and Responsibilities

• Interact daily with Office Manager and regularly with Director of Facilities to keep them fully informed of both the condition of the office and any outstanding operational issues.
• At the direction of the Office Manager or Director of Facilities, coordinate with property management and cleaning contractors to resolve any facility related issues (power outage, plumbing problems, lack of water supply, office temperature, sounding alarms, etc.).
• Perform daily visual inspections of the office in order to maintain a high standard of professional appearance and ensure that conference rooms and visitor offices are orderly and ready for use.
• Coordinate with Office Manager or Director of Facilities in order to determine appropriate maintenance activity.
• Oversee Office Services staff members and delegate/coordinate tasks to ensure the efficient operation of the department.
• Using a “hands-on” management approach, provide direction to the staff and participate in the tasks being performed as necessary.
• Maintain a clean and organized mailroom to insure that everything is clearly labeled and easily located.
• Oversee/coordinate all conference room activities and functions to ensure that arrangements are completed (i.e., beverage set-ups, catering needs, connection of video/audio equipment, supplies, etc.) and that the breakdown occurs in a timely manner.
• Coordinate coverage for client services (i.e., hospitality, mailroom, reception) as needed.
• Understand the operation of all office equipment and assume responsibility for preventative maintenance.
• Maintain all logs and reporting documentation to insure that equipment is well maintained in order to prevent interruption of services.
• Ensure that the Office Services Department, supply rooms, copy areas and conference rooms are clean, neatly maintained and properly stocked.
• Ensure that all kitchen areas are clean and neatly maintained.
• Transmit faxes and scan jobs into digital senders and printers as required.
• Coordinate transfer of files for incoming attorneys and move furniture/boxes as necessary.
• Process and deliver incoming and outgoing mail, overnight courier packages and deliveries.
• Fulfill print/copy/imaging projects, mail/courier transactions, supply order requests, hospitality set ups, and occasional reception back up including working in LIBRIS.
• Run mail metered equipment.
• Schedule any maintenance or repair on copiers, fax machines or postage mailing system.
• Maintain all supply inventories and coordinate with Office Manager for the ordering of additional supplies.
• Willingness and ability to be flexible to work overtime as needed.

Qualifications

• Prior supervisory experience
• Excellent communication/interpersonal skills
• Good grammar and writing skills
• Strong organizational skills; ability to multi-task
• Strong client/customer service focus
• Excellent follow-up skills
• Exemplary record of reliability and dependability
• Positive, pro-active attitude
• Professional appearance