Office Services and Events Assistant

Summary:

According to established policies and procedures, and under the direction of the Office Manager/Administrator, the Receptionist/Office Services Assistant’s responsibility is to manage the Reception desk and provide support in the areas of facilities and hospitality. Must have an upbeat personality and outstanding customer service skills; and provide a flawless experience for callers and visitors. This position will work closely with the Office Administrator to ensure a seamless flow of the day-to-day front office operations of the firm. Observes confidentiality in all client and Firm matters.

Key Responsibilities:

A. Receptionist and Office Services

• Open reception area daily; maintain area (keep area tidy); ensure newspapers are in order; keep ledges and area as neat as possible.

• Provide superior customer service; greet, announce and log visitors in person or by phone; answering and/or referring inquiries.

• Operate a multi-line phone console to relay incoming and outgoing calls.

• Take accurate telephone messages and deliver messages promptly via email or voicemail, as directed by attorney instructions.

• Responsible for reserving conference rooms and visitor offices by utilizing EMS system; asking pertinent questions for food/event/catering setups, beverages, type of event, and special A.V. needs.

• Follows office protocol for maintaining security/access to office suite, including issuing building access cards/badges for guests and collecting them.

• Maintain office directory, floor layout and other lists; update Reception Desk manual as needed.

• Coordinate conference room activities and scheduling; send visitor announcement(s) to office.

• Backup for daily check deposits to Trust and Operating account receivables.

• Process via Chrome River system travel and expense vouchers and reports, invoice and expense reimbursements and send to OA/accounting for approval.

• Perform administrative tasks including a broad range of confidential administrative duties, which require initiative and judgment in making independent decisions.

• Order lunch for office meetings. Maintain food vendor accounts – online and house accounts.

• Assist with large mailing projects including performing mail merges, nametag creation, and proofreading letters. Create mailing lists for holiday cards, etc.

• Conduct daily checks of building’s mailroom to retrieved mail and distribute all incoming mail to necessary personnel. Ensures that outgoing mail is timely delivered.

• Create shipping labels via PSShip and schedules any Fedex pickups. If necessary, routes mail/packages to specific delivery services and follows up on timely delivery.

• Perform other duties assigned, including special projects, assisting with overflow typing, time entry, coordinating travel, and other small projects as needed.

B. Facilities

• Familiarize self with building work order request system to timely and properly notify building regarding maintenance, i.e., lighting, restroom problems, and HVAC issues.

• Provide ID cards to employees, and track to ensure security control.

• Manages kitchen and office supply inventories; makes grocery runs, stocks supply rooms and refrigerators, places necessary orders.

• Cleans/tidy up visitor offices after each use and work spaces/offices of departed employees (i.e., remove personal belongs, name plate, etc.) and prepare for new hires/visitors.

• Coordinate deliveries of courier runs and provide errand services as requested/needed.

• Stocks supplies throughout office; Works closely with Office Manager/Administrator to assess inventory of supplies and order necessary supplies and calls in service when necessary.

C. Hospitality

• Monitors hospitality supply inventory, including ordering and restocking supplies for the office.

• Keeps lobby, reception area, kitchens, and all common areas clean. Performs quality checks in accordance with Daily Checklist

• Work with Office Manager/Administrator and Marketing to facilitate events.

• Occasional overtime to support after-hours receptions/events.

D. Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Qualifications: (i.e. education, years of experience)

• Excellent Telephone Skills, Verbal & Written Communication, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Proofreading, Basic Accounting, and Typing.

• Ability to read, write and follow basic directions.

• Approximately two years on the job experience as a receptionist, office assistant, event planner, or secretary and able to follow office policies and procedures with minimal supervision.

• Ability to organize and prioritize numerous tasks and complete them within established time constraints.

• Daily, positive outlook and interpersonal skills necessary to communicate in person, e-mail and phone to provide information with courtesy, ease, and tact.

• Ability to prioritize requests and ensure deadlines are met.

• Ability to multi-task, produce a high volume of work, requiring high mental competency, while performing other essential duties.

• Highly flexible team player willing to assist all levels of the firm when needed.

• Work occasionally requires more than standard hours per week to perform the essential duties of the position; position may require non-standard hours for evening events, inclement weather, and business continuity purposes.

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

WORKING CONDITIONS:

• Lifting and transporting of carts, furniture, boxes, and packages up to 50 pounds.

• Must be able to stand or walk 90% of the work day.

• Must have the ability to work under pressure and multi-task.

• Standard office environment with little exposure to excessive noise, dust, and temperature.

• On-site presence required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.