Office Services Assistant

Administration and OperationsAnyCharlotte, NC

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking an Office Services Assistant to join the Charlotte office. The candidate will be responsible for responsible for a variety of office services functions including incoming and outgoing mail services and delivery, office supplies and inventory; faxes; copying services; courier services; court filings; property and facilities maintenance; event set up/tear down; and office relocations.  The daily makeup of tasks changes depending on location set up and needs. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.


KEY RELATIONSHIPS
Lawyers, administrative staff and legal support staff

ESSENTIAL DUTIES
• In-house mail service such as picking up, sorting, and delivering incoming and outgoing mail
• Handling of incoming/outgoing faxes in a prompt manner, maintaining the necessary records, and ensuring that the fax machines receive necessary maintenance in order to ensure prompt/accurate communications. Telephone sender if incorrect number of pages is received, fax is not legible or not addressed to specific individual
• Assist with the coordination of purchasing office supplies, which includes vendor relations, receiving, stocking of items such as letterhead, business cards, and other items, purchasing research, and invoice processing
• Maintain log for all pickup and deliveries and notify employees and/or appropriate personnel
• Coordinate courier runs, including determination of when it is necessary to use in house or outside couriers and which service is to be used, including arranging for court filings
• Assist with conference room scheduling, including coordination of videoconference and WebEx, and maintaining neatness of lobby and reception area
• Assist with setting up and breaking down large events including moving conference room furniture to accommodate event set up
• Assist with moving of office furniture and office relocations

ADDITIONAL DUTIES
• Assist with property and facilities maintenance
• Assist with resolving issues with copiers
• Operate equipment such as telephones, fax machines, copy machines, computers and troubleshooting to resolve issues with same
• Coordinate meals and beverages for onsite meetings or events
• Maintain kitchen area, including making coffee, washing dishes, cleaning the facility, stocking beverages and kitchen supplies
• Perform light cleaning services as needed throughout the office
• Assist with emptying confidential shredding bins and securing that shredding in a locked location until vendor comes to pick up bins
• Assist with overflow work and provide backup support for other functions as needed
• Performs all other related duties as directed by immediate supervisor which may include a variety of administrative, reception, or office services functions

EXPERIENCE SKILLS REQUIRED
• High School Diploma or equivalent
• 2-3 years administrative experience with strong communication and customer service skills
• Previous experience in a client service oriented field preferred
• Working knowledge of Microsoft products pertaining to the specific position including but not limited to Outlook, Word, and Excel, etc.
• Attention to detail and excellent organizational skills
• Ability to function with a high level of patience, tact, and diplomacy in handling any “complaint” situations
• Able to work under pressure and manage competing deadlines
• Able to work well with others
• Strong initiative required; ability to work independently with minimal direct supervision
• Willingness and ability to learn new skills
• Willingness and ability to learn new skills

ADDITIONAL ABILITIES REQUIRED
• This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend and stand on a stool may also be required.
• Ability to lift or move 40 lbs. or greater
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.
• Able to convey information and ideas through speech in ways that others will understand
• Able to listen to and understand information and ideas presented through spoken words and sentences
• Able to speak clearly so listeners understand, identify, and understand the speech of another person

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

To learn what makes us different from other law firms, including our collaborative approach, entrepreneurial spirit, and our commitment to diversity, check out our video, “Grow Your Career at K&L Gates.”

If you agree that we are different from other law firms - and the right place for you to grow your career - please apply for this position.  For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.