Office Services Assistant

The Office Services Assistant performs a wide variety of facilities, hospitality and administrative tasks, which includes providing a high level of customer service and support, while consistently producing an excellent work product. 

HOSPITALITY

• Scheduling and monitoring conference room scheduling software
• Conference room set up and clean up, including monitoring conference room schedule and maintaining a schedule of all internal and external meetings
• Assist Administrative Manager with catering orders and set up of the same.
• Monitor kitchen and catering equipment and coordinate maintenance and service calls.
• Monitor inventory of supplies for kitchen and pantries and place order requests.
• Stock, organize, and maintain catering kitchen, coffee bars and gathering areas.
• Assist with catering deliveries and logistics (i.e. last minute lunch pick-ups within walking distance, etc.); retrieval and deliveries to vehicles as needed.
• Assist with internal and external in-person event preparation.
• Oversee and maintain conference room/center appearance.

FACILITIES

• Assist Administrative Manager with facilities management.
• Meet with maintenance vendors as needed.
• Assist with general office appearance, including office furniture arrangements; ensure conference rooms and huddle rooms are presentable and supply cubbies are fully stocked.
• Assist with repair/service orders and liaise with building personnel as needed.
• Advise when facility requests need to be submitted.
• Assist moving boxes, inter-office moves, etc.
• Handle guest and visitor office reservations; Prepare offices for new hires and visitors (e.g. checking visitor offices for supplies, appearance, etc.)

OFFICE SERVICES

• Assist the Duplication/Reprographics team to include copying, scanning, faxing, laminating, compiling notebooks, and creating custom tabs as needed.
• Coordinate courier deliveries; maintain delivery log, ensuring Standard Operating Procedures are followed.
• Receive and distribute mail inclusive of U.S. mail and overnight carriers.
• Provide toner replenishment for printing devices as needed.
• Maintain the general appearance of the office to include war rooms, file rooms, office services rooms, and closet(s).
• Monitor supply inventory and submit order requests as needed.
• Provide back-up reception coverage.
• Tracks charges and creates invoices for any external meetings for the Office Administrator as needed; ensures all appropriate charge codes are provided.
• Other hospitality, facilities, and administrative responsibilities as requested.
• Active member of the office’s emergency response and safety program team.
• All members of the firm are encouraged to participate in our global Responsible Business program.

REQUIRED SKILLS

• Working knowledge of Microsoft Office suite and conference room scheduling software.
• Takes initiative beyond routine responsibility & seeks development opportunities to enhance skills.
• Builds effective relationships with colleagues & participates and contributes fully as a team member.
• Identifies and responds to issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.
• Interacts effective and courteously, in person, by telephone, and in writing with lawyers, Office Administrator, and other business professionals.
• Excellent grammar, spelling, and punctuation skills. Expresses thoughts clearly, accurately, and concisely.
• Strong attention to detail and dedication to producing quality work product.
• Flexible attitude and the ability to multi-task and handle changing assignments, priorities, and deadlines.
• Owns mistakes and takes corrective action.
• Works well independently
• Ability to lift 30 pounds.

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• One (1)+ year of relevant experience in a law firm or professional services experience preferred.

Core hours are Monday through Friday, 7:00 a.m. to 4:30 p.m., including lunch hour, with flexibility for overtime as needed.

The annualized salary range for this position is $45,000 to $52,000 depending on the candidate's overall experience and other job-related factors permitted by law.  Full time employees may be eligible for a discretionary bonus.  In addition, full time employees as well as some part time employees, will be eligible for the firm’s fringe benefits as they currently exists. 

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law.

Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at [email protected].