What are the responsibilities and job description for the Office Services Assistant position at Kennedys?
Kennedys, a growing global law firm specializing in insurance coverage/defense law seeks a full-time Office Services/Facilities Assistant to join our New Jersey office. Duties include support of office services needs and special projects as assigned to the Facilities Team. This position is full-time, in office, Monday through Friday from 9:00 a.m. to 5:00 p.m.
Key Responsibilities
Key Responsibilities
- Reception Coverage - Greet Guests and Answer/Transfer Calls
- Manage conference room bookings and meeting needs such as catering, coffee set up, and clean up
- Assist Legal Assistants with daily tasks such as: Matter scheduling and calendaring; Matter related document upload and download on client portals and eCourts; conflict checks and opening new matters
- Submit Expense Reports and Reimbursement
- Office Supplies Inventory
- Submit Building Maintenance Requests
- Assist in Coordination of Office Events and Socials
- Familiarity with legal terminology and legal support a plus
- Notary a Plus but Not Required
- Maintain cleanliness and pantry stock of kitchens.
- Miscellaneous Request Per Office Manager/Attorneys
- High school degree or equivalent
- Minimum of 2 years' related law office experience and familiarity with legal terminology, legal support and working knowledge of Microsoft Suite
- Ability to successfully multi-task; Strong attention to detail; Strong customer service awareness; Ability to establish and maintain strong working relationships
- Motivated by high quality work product and service to employees at all levels.
- Notary a Plus but Not Required
- Ability to forecast needs, prioritize work, and to contribute to all team projects.
- Work occasionally requires a high level of mental effort, attention to detail and strain when performing a high volume of clerical tasks and performing other essential duties; Work may occasionally require more than 40 hours per week to perform the essential duties of the position.
- Ability to retrieve and distribute files, mail, written documents, or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
