Location: New York

Schedule: 8:00 AM to 4:00 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 Office Services Assistant in the Office Services department, reporting to the Operations Manager.

The role will reside in the New York office and will be responsible for mail, duplication and fax operations for the New York office. This includes processing high volumes of incoming and outgoing mail; delivering mail and packages throughout the office; completing large numbers of duplication projects according to job ticket instructions; and binding, cutting and/or assembling and scanning copy jobs as necessary. The Office Services Assistant is also responsible for assisting with facilities, conference services and reception duties such as office moves; basic maintenance of office space, conference rooms and break areas; relief reception and/or switchboard functions; and food service and catering related functions.

Under the direct supervision of the New York Office Services Coordinator and the general supervision of the Operations Manager, the Office Services Assistant is expected to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement. Above all, the Office Services Assistant must fulfill the needs of the firm in a manner which is consistent with the Firm’s Core Values.

Key responsibilities of this position include:

• Review and prioritize copy/print requests submitted via email or hardcopy according to complexity and urgency.

• Reproduce and finish (including collating, stapling, hole punching or drilling, and binding) documents, articles, books, maps, and blueprints; use copy machines and other mailroom equipment.

• Ensure that the output is quality checked and accurately meets the instructions as submitted, paying close attention to details.

• Deliver completed requests within the designated timeframe. Arrange delivery or pick-up of completed projects.

• Contact our designated messenger or car service as needed, and research the correct client matter number to charge the service to.

• Receive incoming merchandise and supplies and ensure they get to the proper recipients in a timely manner.

• Fulfill supply requests, such as office supplies, as requested and monitor inventory regularly.

• Create, copy, and move files and folders using the firm’s directories and applications.

• Complete all required departmental forms, including work logs, PS Ship, and Equitrak client matter billable entries. Responsible for minor maintenance of reproduction equipment such as toner replacement, paper jams, and the placement of service calls.

• Coordinate and prepare outgoing work for offsite duplicating services such as L2: receive and check incoming work for accuracy.

• Prepare all outgoing U.S. Mail, UPS, and other courier service requests from all personnel, including dropping off outgoing mail where applicable.

• Prepare firm pouch deliveries to domestic and overseas offices.

• Make post office trips for special mailings (certified, insured, etc.), as necessary.

• Maintain all mailroom equipment, ensure machines are always in proper working order, and report machine malfunctions and failures to the Office Services Coordinator.

• Perform daily maintenance activities to ensure that the work area is neat, safe, and orderly.

• Assist attorneys and staff with mailing and shipping queries.

• Regularly check designated mail drop bins for priority mail that needs to be sent out.

• Scan documents and email them to recipients them upon request.

• Monitor and maintain inventory of supplies for U.S. Mail, UPS, and other courier companies.

• Track missing packages as necessary.

• Assist personnel with obtaining office supplies.

• Must be able to use PS Ship.

• Check the shredding bins throughout the workspace. Full bins must be brought down to the C3 basement storage area for shedding vendor pick-up. Replace full bins as needed throughout the workspace.

• Restock designated copier areas with copy paper and supplies as needed.

  Qualifications (Experience, Knowledge, Skills & Abilities):

• High school diploma or equivalent.

• Minimum of 6 six months’ experience as an office clerk, preferably with mail room experience.

• Must have knowledge of digital scanning applications and be proficient in Adobe Professional

• Must be able to create, copy, and move files and folders using the firm’s directories and applications

• Knowledge of U.S. postal and courier services’ deadlines, rules, and regulations

• Proficiency in operating office equipment used on a regular basis, including postal and courier meters and software, scales, and telephones

• Working knowledge of Microsoft Office applications

• Thorough knowledge of the firm’s email and document management systems

• Familiarity with domestic and international calling codes

• Ability to input data into computerized shipping systems such as PS Ship

• Excellent oral communication skills

• Ability to read, comprehend, and follow instructions

• 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, and calculate percentages)

• Excellent record-keeping skills

• Legible handwriting. Strong service orientation

• Commitment to professional growth

The base salary range for this position in New York is $50,000 to $55,000. Additional information about benefits and rewards can be found here (https://www.akingump.com/en/careers/business-services) .

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility

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