Office Services Administrator/Specialist

New York, NY

Summary

We seek a detail-oriented and proactive Office Services professional to join our client’s team. Some of the responsibilities include but are not limited to managing reception, preparing conference rooms, handling catering and food orders for meetings, answering phones, handling mail and packages, maintaining kitchen and office supplies, maintaining client contact database and supporting client and staff needs. The ideal candidate should have excellent organizational and communication skills, the ability to multitask, and a commitment to maintaining a high standard of office environment. Competitive salary and benefits.

Responsibilities

• Manage reception including answering incoming telephone calls and routing to the appropriate person, will greet and announce visitors in a friendly and professional manner.
• Manage coordination and upkeep of client conference rooms, common areas and kitchen.
• Handle all food orders for firm-related or client meetings.
• Inspect and ensure that all rooms are clean, stocked with supplies and ready for continual use.
• Order, organize, and distribute client kitchen supplies.
• Maintain inventory control and order stationary and supplies as needed.
• Act as Firm’s liaison with building management on occupancy-related items.
• Prepare offices for guest and new hires.
• Maintain upkeep of copy rooms and stocking of general office supplies, delivery of paper, and basic daily maintenance.
• Assist with all mailroom tasks (i.e.: scanning, large mailings, FedEx, messenger services and occasional errands).
• Oversee offsite storage for multiple offices
• Maintain the firm’s client relationship management system (CRM Dynamics 365), including adding new clients and creating mailing lists. Tasks may also include web postings and email blasts.
• Serve as a member of the office response team following building and internal protocols; conduct periodic drills.
• Provide hands-on administrative assistance to Finance and Administrative staff when and where needed.

Qualifications

• Must be a team player.
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to organize files and workflow.
• Advanced level of Microsoft Office and experience working with PDF’s
• Knowledge of CRM Dynamics 365 or other CRM systems is a plus.
• A minimum of three to five years related experience in a law firm or corporate legal environment required.
• Must be able to lift and move up to 50 pounds.

Compensation

$60,000 – $75,000. The Firm’s current employee benefits include voluntary contributory medical, dental and vision plans, flexible spending account, long-term/short-term disability plans, term-life insurance, commuter benefits, and a profit sharing/401k plan.

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