What are the responsibilities and job description for the Office Services Assistant position at McGlinchey Stafford?
McGlinchey Stafford is seeking an Office Support Assistant for our Nashville office. Office Support Assistants roles include a hybrid of duties to include legal related assignments and office services/administrative assignments. Legal related duties such as: filing, copying/scanning, closing files, time entry, schedule hearings, assist with trial preparation. Office Services related tasks such as answering the phones, greet guests/clients, ordering/stocking supplies, prepping conference rooms and kitchens, handling office incoming/outgoing mail, basic IT equipment set-ups, prepare reports and other administrative duties as needed. Successful candidates will have excellent time management skills and will be able to efficiently prioritize tasks in a fast-paced environment. Entry level applicants are welcome to apply.
Qualifications and Skills
Legal Experience Requirements
- Prior law firm or office experience is helpful, but not required.
Technical Requirements
- Technological proficiency in software including Microsoft Office, Word, Excel, and Adobe Acrobat
- Familiar with, or has the ability to become proficient in, technology and processes required for timekeeping, billing, and document management systems
Legal/Administrative Requirements
- Downloading and profiling/saving documents that are e-filed or e-served or from court websites
- Assist with closing matters
- Assist with conflicts checks and opening matters
- Filing (physical and electronic), copying/scanning
- Create hearing and trial binders for attorneys
- Schedule hearings
- Assist attorneys with time entries as needed
- Assist Secretaries and Paralegals with other legal work as needed
- Assist with travel arrangements for Attorneys
- Other duties as assigned
Office Administrative Requirements
- Answering phones, greeting guests/clients
- Logging guests into building and firm security systems
- Assist with scheduling conference calls, conference rooms and video rooms
- Ordering, stocking and maintaining office and kitchen supplies
- Prepping and cleaning Conference Rooms and Kitchens for meetings and office events
- Cleaning of kitchen appliances per office cleaning schedule
- Processing incoming and outgoing mail to include delivery and pick-up from mailrooms or post offices as needed
- Schedule package pick-ups with mail vendors
- Receiving and setting up IT equipment such as monitors, computers and phones
- Working with IT for server room set-ups
- Assisting with firm credit card reconciliation and entering invoices and or expenses through Chrome River
- Prepare reports and other administrative duties as needed
- Assist with facilities and furniture maintenance requests
- Assist with shredding services
- Assist with parking validations for guests and parking cards for employees
- Works with Operations Management Team related to facilities, vendors, supplies, equipment needs
- Assist in Safety Loss and Control Policy for office, including Safety & Inspections, First Aid Kit Review, Safety Training & Defibrillator Unit Inspections.
- Other duties as assigned
