Office Services Assistant

Cooley is seeking an Office Services Assistant to join the Office Services team.

Position Summary: The Office Services Assistant is responsible for providing overall day-to-day operational support and maintenance of the office to ensure compliance to Cooley standards. Specific duties and responsibilities include, but are not limited to, the following: 

Position Responsibilities:

• Proactively monitor the facilities online request system; promptly complete requested projects, such as creating FedEx labels and copying/printing/scanning
• Receive and distribute all incoming mail, scanning contents, as needed
• Maintain postage machine and input manual postage log entries using automated system
• Take mail to Post Office and deliver FedEx packages to nearby drop-off locations, as needed
• Receive and distribute all packages
• Maintain organization and neatness of the auxiliary copy/supply rooms, including work surfaces and all shelves. Check supplies and equipment; refill and replace inventory, as needed
• Distribute paper throughout the office, as needed
• Change toners in MFD machine trays and assist users with troubleshooting and paper jam issues
• Prepare visitor offices for guests; monitor visitor schedule, create nameplates, clean, organize and stock supplies
• Move office equipment and small furniture, as needed
• Assist with coordination of office moves, clean offices/desks and restock supplies after employee departures
• Work with Guest Services Representative to assist with all aspects of onsite meetings and events, including setting up food, beverages, and tableware in a neat and professional presentation and breaking down and cleaning up the conference room after the meeting or event is over
• When necessary, make nearby food/beverage runs out of the office
• Provide back-up assistance setting up computer and audio/visual equipment in meeting rooms
• Maintain cleanliness and supplies in Lactation Rooms, Wellness Room, and Meeting Rooms outside of the reception lobby area
• Organize and maintain kitchen areas, including stocking food and supplies, emptying and loading dishwashers each morning and evening, cleaning countertops, microwaves, refrigerators, and discarding leftover food
• Provide coverage for Guest Services Representative during meal periods, breaks, and PTO. Coverage duties include answering phones, welcoming visitors, coordinating reservation details for meetings and visitor offices, and other customer service and security related tasks
• Serve as backup to Senior Office Services Coordinator, as needed; including assisting with copy center and quality control projects and arranging courier service, as needed
• As a member of the Emergency Response and Crisis Management teams, attend safety training and meetings, assist with office fire drills, and promote office safety and security
• All other duties as assigned or required

Skills & Experience

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required

Preferred:

• Bachelor’s degree.
• Previous office service-related experience, preferably within a corporate or legal environment

Competencies

• Ability to interact in a professional, cooperative, and tactful manner.
• Ability to prioritize and handle multiple tasks simultaneously with keen attention to detail
• Ability to work collaboratively and function well as a team member
• Ability to maintain confidentiality and work independently
• Punctual and reliable
• Energetic, pleasant demeanor
• Strong customer service skills
• Excellent verbal, written and interpersonal skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $22.00 - $27.00 ($45,760.00 - $56,160.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.