What are the responsibilities and job description for the On-Call Office Services Associate position at GLC Business Services, LLC?
Basic Function
This On-Call/Per Diem, non-exempt position provides effective client service, hospitality, and general office support with various clerical tasks. This position backs up the full-time position that works Monday through Friday.
Essential Duties
- Collects and distributes incoming USPS mail and overnight packages.
- Prints, copies, and binds legal documents.
- Conduct inventory, orders, and stocked office and kitchen supplies.
- Maintains kitchens and conference rooms and restocks supplies when necessary.
- Set up and breakdown of conference rooms for meetings, including audio/visual if needed.
- Assists with setting up offices for new hires. Ensures visiting offices are cleaned and set up.
- Assists IT with troubleshooting non-complex IT issues.
- Assists with office moves and changes, including setting up computer hardware and phone extensions.
- Replenished the paper and toner for copiers and printers.
- Provide general information and validate parking for clients.
- Process invoices/expenses.
- Assist with planning office events and other special projects.
- Responsible for general upkeep of the reception, conference rooms, and break areas.
- Prepare and submit filings with various state agencies.
- Assist with scheduling visiting attorney offices and conference rooms.
- Assist in ensuring that last-minute changes are communicated to all appropriate departments and update room reservation(s) when necessary.
Other Duties
- Back up Receptionist.
- Professionally answer and direct all incoming calls. Respond promptly to all phone calls, e-mails, and written correspondence.
- The individual will also greet and direct clients and visitors upon entering the office and handle parking validations.
- Open and close the reception area (e.g., locking doors, turning off lights, etc.).
- Assist with Filing and Records management.
- Inventory office and kitchen supplies and order as needed. Just in Time (JIT).
- Contact and engage courier services to deliver documents in Charlotte, NC.
- Perform other related duties as needed or assigned.
Qualifications
Knowledge/Experience
The Administrative Services Clerk requires two to five years of customer service or related experience. Must have experience working in an Office environment and intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook). You should also have a general understanding of telephone etiquette.
Skills
At least two years of general office experience or training is preferred. Experience working within a law firm or professional services environment is also preferred. This position requires a broad range of technical abilities and a demonstrated aptitude and willingness to learn new software/applications. Ability to multi-task, professional presentation and appearance, punctuality, and ability to work independently on assigned tasks and to accept direction on given assignments are also required.
Education
High school diploma or equivalent required.
Physical Demands
Must be able to move around the office to make copies, fax, file, inventory office/kitchen supplies, etc. This position regularly operates computers and other office productivity machines (e.g., copier, printer, scanner, etc.). Occasionally required to move documents or file boxes weighing up to 50 lbs. This position requires constant communication and exchange of information with the Firm’s attorneys, clients, and staff. This position must be able to inspect and observe information on a computer screen at least 50% of the time.
