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Office Services Clerk

This role is on-site M-F. Hours are 11am-7pm with a one hour lunch break.

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Type

Fixed Term - Full Time

Location

New York

Job Role

Facilities



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SUMMARY

Under the general direction of the Facilities Supervisor and Office Manager shall be responsible for providing clerical support and office maintenance tasks for attorneys and administrative staff.   This role is on-site M-F.  Hours are 11am-7pm with a one hour lunch break.  

 

ESSENTIAL DUTIES

  • Provides clerical support including but not limited to photocopying services, sending and distributing faxes, sorting and distributing incoming mail, delivering outgoing mail as necessary to post office and to express courier service locations, providing local messenger services as needed, operating binding machine, operating postage machine including ordering postage and keeping log of postage usage, daily pick up and shredding of documents.
  • Travels to local outside vendors (i.e. FedEx, UPS, Staples, etc.) when necessary to obtain materials and supplies or complete projects appropriately.
  • Orders and receives office and kitchen supplies with approval from Facilities Supervisor or Office Manager.  Maintains all supplies in an orderly fashion and inventories stock periodically to maintain adequate level of supplies.  Verifies packing slips for receipt and delivery forwarding receipts to the Facilities Supervisor.
  • Maintains supplies in meeting rooms, visitor offices, visitor center and library.
  • Coordinates with reception to arrange for the set-up of meeting room furniture/room configuration prior to in-office meetings.
  • Provides beverages and orders breakfast or lunch for meetings, as requested.
  • Acts as key operator for general maintenance of copy room equipment including copier, fax, postage, binding and shredding machines.  Places service calls when necessary and orders supplies for equipment when approved by Facilities Supervisor.
  • Coordinate with office management on firm entertainment (may take place after hours) and provide support in office rearrangements, set up and clean up.
  • Maintain server and satellite coffee area including stocking of supplies, organizing inventory, etc.
  • Assists with office moves and transfers.
  • Picks up files and returns to appropriate storage location within NY office and when necessary as advised by the Records department, packs and sends files to other offices.
  • Replaces printer toner cartridges when needed.
  • Maintains premises making minor repairs when necessary, e.g., cabinet jams, desk or chair repairs, etc,
  • Establishes working relationships with outside vendors and service providers.
  • Participates in maintaining manual for department.
  • Other duties as required or assigned by supervision.

 

KNOWLEDGE, SKILLS AND ABILITES REQUIRED

  • Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages. 
  • Approximately six months to one year on the job experience necessary in order to gain an understanding of the office policies and procedures and effectively operate equipment with minimal supervision.
  • Ability to organize and prioritize a multitude of tasks and daily responsibilities and complete them under tight time constraints.
  • Strong interpersonal skills necessary in order to communicate by phone and in person with employees and vendors and to provide information with ordinary courtesy and tact.
  • Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing essential duties.
  • Ability to retrieve and distribute printed volumes, push and pull packages, books, boxes and files weighing up to 30 pounds, and ability to move office furniture and retrieve and replace objects from shelves of up to 8 ft high.
  • Ability to travel to private and public buildings via private or public conveyance to assist attorney in attending to client needs on legal matters.
  • Must have flexibility for overtime before or after normal work hours.
  • Must be able to work independently or as part of a team.

 

About Withersworldwide

Law.com International's Law Firm of the Year 2021

For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 18 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration. 

 

COVID – 19 Vaccination Policy

Withers Bergman LLP requires all new hires to provide proof of being fully vaccinated against COVID-19 as a condition of employment.  Reasonable accommodation(s) based on medical or religious grounds will be provided to qualified candidates.  Candidates will be required to verify their vaccination status only after a conditional offer of employment is made.  Applicants should not provide information about their vaccination status or need for accommodation prior to receiving a conditional offer of employment.

 

Equal Opportunities Employment Statement

Withers Bergman LLP is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.

 

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