Summary/Purpose:

The role of the firm’s Office Services Supervisor is to ensure the timely and accurate completion of firm-wide assignments and tasks with the assistance of Office Services Specialists who provide various administrative support for firm operations, acting as central point for communication for copy, print, scan, mail, driving and delivery while assisting with hospitality, reception and facilities services. Office Services Supervisor must problem-solve and coordinate resources to keep Office Services running smoothly.

Job Description:

• Coordinate and complete the following functions with the Office Services Team.
  • Drop off interoffice mail and other documents.
  • Pickup outgoing mail and packages for timely delivery to USPS/UPS.
  • Print, copy and scan documents and materials for projects as requested.
  • Transportation of attorneys and clients on firm business using firm van or arranging ridesharing, if needed.
  • Deliver, file, pick up, and/or transport court documents and other firm deliveries.
  • Carryout firm errands as assigned.
  • Office supply management.
  • Assist management of vendor relations.
  • Move files and office items intraoffice throughout campus.
  • Assist with onsite and offsite physical file management.
• Assist Receptionist & Facilities Liaison
  • Observe and report building and property issues or needs.
  • Check inventory for and deliver supplies to all buildings (lifting up to 30 lbs.)
  • Assist with basic interior/exterior care of property ex. vacuum as needed, clean-up spills, blow off porches and sidewalks
  • Escort contractors as needed
  • Back up on phones as needed
  • Set up conference rooms and food/beverages for company events.
• Properly maintain Office Services equipment.
• Ensure resources are available to successfully complete OS tasks and assignments.
  • Propose hiring needs to partnership and HR as needed.
  • Work with HR Manager to identify, interview and hire talent for OS.
  • Create schedules and monitor timecards.
  • Provide meaningful feedback for the growth and development of OS Specialists.
• Work with Finance Committee on managing Office Services to budget
• Observe confidentiality in all client and firm matters.
• Other duties as assigned.

Qualifications:

• Associates degree or equivalent work experience.
• Proven experience managing vendor relationships
• 1-2 years of document printing, scanning and binding experience.
• Intermediate to advanced Microsoft Office and Adobe skills required. iManage software experience helpful.
• Experience working in a deadline driven environment that requires keen attention to details.
• Valid driver’s license required. Excellent driving history. Comfortable driving in heavy, downtown traffic.
• Prior facilities management experience, helpful.
• Effective communication skills.
• Ability to handle diverse tasks and problem solve.
• Flexibility to come in to the office early or stay late as needed.

Working Conditions:

This position is a mix of active and sedentary work in an office environment. It requires travel to private and public buildings via walking or driving in all types of weather. Flexibility to come in early or stay later after normal business hours is required.

This position also requires the ability to stand, walk, climb stairs, sit, kneel, stoop, bend, lift, squat, push, pull, pinch, grip, reach overhead, reach away from the body, and perform repetitive motions; ability to retrieve and distribute print volumes, push and pull packages, and books weighing up to 30 pounds, and ability to retrieve and replace objects from shelves; ability to lift boxes of documents and push carts of files. Must also be able to work under pressure to achieve deadlines.

To apply, please email a cover letter and resume to careers@psrb.com.