Los Angeles (Century City) - Staff - Operations Assistant
Los Angeles (Century City)
Office Services Manager; Human Resources Manager
Core Hours: 9:30 a.m. through 6:00 p.m., Monday through Friday, unless otherwise approved; additional hours as required
For consideration please email your resume and cover letter, indicating the job title and location in the subject line, to firstname.lastname@example.org.
Under the immediate supervision of the Office Services Manager and Human Resources Manager, and following prescribed departmental, office and firm procedures, the Operations Assistant is responsible for providing needed assistance in reception, conference room services, and office services. Specifically, the Operations Assistant assists in handling office reception areas, answering internal and external switchboard calls, and performing other general reception duties. In addition, the Operations Assistant is responsible for assisting with conference room set ups, food service and catering related functions for the office. Further, the Operations Assistant assists with processing incoming and outgoing U.S. Mail, UPS and other courier service deliveries, sending and receiving facsimiles, fulfilling reproduction requests, general upkeep of furnishings and equipment, office moves, and basic maintenance duties, as needed.
The Operations 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 Operations Assistant must fulfill the needs of the firm in a manner which is consistent with the Firm's Core Values.
Essential Duties and Responsibilities (Duties are performed throughout every work day, as necessary depending on the area of support):
- Provide reception coverage.
- Greet, welcome and announce clients and visitors to the office.
- Answer telephones (internal and external calls); take and transmit messages to office personnel, clients and visitors.
- Assign visiting attorney offices and conference rooms and maintain the log.
- Schedule conference rooms and consult with appropriate personnel to coordinate conference room functions.
- Track and maintain parking validations.
- Set up conference rooms before meetings, including serving food prepared by outside caterers and preparing beverage set-ups for groups ranging from two to large groups; maintain appropriate beverage, food and supply levels throughout the function; remove dirty dishes and supplies after the function.
- Wash dishes with a dishwasher and by hand; clean refrigerators; clean sinks, microwave ovens, pantry surfaces and cabinets; and perform other basic housekeeping duties.
- Stock and maintain supplies in central kitchen and central storage areas.
- Ensure conference rooms are maintained in a neat, safe and orderly fashion.
- Ensure departmental forms and logs are completed accurately and thoroughly.
- Sort, prepare and distribute promptly all incoming U.S. Mail, UPS, Federal Express, DHL and other courier services envelopes and packages.
- Collect and distribute internal and firm interoffice mail.
- Prepare outgoing U.S. Mail, UPS and other courier service requests from personnel, including dropping off outgoing mail where applicable.
- Prepare firm pouch deliveries to domestic and overseas offices.
- Send and receive facsimiles, proofread incoming and outgoing facsimiles for accuracy of facsimile transmission information including facsimile telephone numbers, voice telephone numbers, page count, legibility, etc.
- Follow-up on facsimile transmission problems timely and effectively, including notification to sender/recipient and Office Services Manager, when necessary.
- Maintain mailroom equipment, including fax machines; ensure machines are in proper working order; report machine malfunctions and failures to Office Services Manager.
- Log daily postage usage and postage charge-backs to client numbers and personal accounts.
- Perform daily maintenance activities to ensure that the work area is neat, safe and orderly.
- Reproduce and finish (including collating, stapling, hole punching/drilling, binding) documents, articles, books, maps and blueprints, using copy machines, binding machines and other appropriate equipment.
- Maintain reproduction equipment, ensure machines are in proper working order, report machine malfunctions to the Office Services Manager.
- Proof completed work for accuracy and thoroughness, paying close attention to instructions and detail.
- Be observant of, and report housekeeping issues related to lights out, stains on floors or carpets, and damage to walls, doors, desks, etc.
- Maintain onsite case files, including but not limited to opening new files, filing material, preparing folders and inserts, organizing files, closing files, and re-shelving files and boxes. Maintain offsite files, including but not limited to preparation and sending of new materials offsite, as well as identification, filing, retrieval and return of files and boxes previously sent.
- Perform other maintenance activities to ensure that the records work area is neat, safe and orderly.
Other Essential Duties (Duties are performed periodically, as necessary):
- Serve as Receptionist for special office events (conferences, symposia, training programs), and direct outside visitors to their destinations.
- Coordinate with building management for service requests and tenant requests.
- Notify Director of Administration and Office Services Manager of security concerns.
- Make post office trips for special mailings (e.g., certified, insured, etc.) as necessary.
- Assist attorneys and staff with mailing and shipping queries; track missing packages.
- Assist with inventories of conference services supplies and materials.
- Order supplies as necessary.
- Place food orders.
- Pick up last-minute food orders from local caterers and restaurants as necessary.
- Monitor and maintain inventory of supplies for U.S. Mail, UPS and other courier companies.
- Monitor and maintain facsimile machine supplies.
- Pack and unpack file boxes.
- Operate and maintain shredding machines; ensure machines are in proper working order; empty shredding bags.
- Coordinate and prepare outgoing work for offsite duplicating services; receive and check incoming work from offsite duplicating services.
- Perform and/or arrange for general maintenance of office furnishings, space and equipment, including coordinating work requests with the Office Service Manager, service vendors and building maintenance staff.
- Assist with preparation for and participate in internal office moves, including moving office items, packing/unpacking office, and cooperating with outside vendors when necessary.
- Perform special records projects, involving direct contact with attorneys, paralegals, secretaries and other staff.
- Shift files to other locations as needed.
Essential Knowledge, Skills and Competencies:
- Ability to read, write and speak English
- Extensive knowledge of U.S. Postal and courier services/ deadlines, rule and regulations, and the ability to explain same to firm personnel
- Extensive knowledge of facsimile machine operations, including machine maintenance
- Extensive knowledge of and ability to operate and maintain copy machines
- Ability to input data into computerized shipping systems
- Excellent oral communication skills
- Ability to read, comprehend and follow instructions
- Working knowledge of Microsoft Office applications
- Working knowledge of firm’s e-mail and document management systems
- Familiarity with domestic and international calling codes
- Ability to work independently, take initiative, set priorities and see projects through 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, percentages
- Excellent record-keeping skills
- Legible handwriting
- Strong service orientation
- Commitment to the office and firm
- Commitment to professional growth
Educational Qualifications/Job Experience Requirements:
- High school diploma or equivalent
- Minimum of 6 six months experience as an office clerk, preferably with mail room experience
Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility