Office Services Assistant

The Office Services Assistant is responsible for performing a variety of administrative and facilities maintenance duties in the office, including providing general office support to attorneys, groups and departments as needed. The hours are Monday-Friday, 9:30 a.m. – 6:00 p.m., but flexibility to work additional hours as needed is required. The duties of the Office Services Assistant may change as the needs of the office and the Firm change.

Responsibilities

Reprographics

• Operate and maintain high speed duplicating machines
• Copy, print, scan or bind hard copy and electronic documents of various sizes and colors
• Download copy jobs from printer holding queue, servers, links, drop boxes or emails as well as uploading finished products
• Electronically cut/paste scanned graphics to create and design artwork for Firm closing deliverables
• Perform Excel formatting, file merging, reductions, conversions, book marking, and hyperlinking
• Bind hard copy productions (i.e. Velo, Spiral, Wire, Acco and 3-ring)
• Collate, assemble, cut and staple duplicated materials
• Number physical documents or electronic files
• Create labels for use with titling various forms of binding, folders or redwelds
• Create fully customizable tabs
• Copy, scan and print large maps or blue prints
• Create miniature versions of standard size books or documents
• Quality check work for accuracy to uphold the standards of service and best practices set forth by the department
• Maintain and log records of work performed
• Input billing information from completed job tickets into billing capture system
• Conduct routine maintenance on copy machines, restock area with supplies and shred documents as needed
• Pick up/deliver work or supplies as needed
• Perform other duties as assigned
  
  

Office Services

• Monitor and respond to incoming email requests
• Provide quality reproduction of all materials submitted by end users, including binding/finishing (drilling, cutting, folding, hole-punching, laminating) stapling using digital, high-speed copiers and document production equipment
• Complete service request tickets with minimum instructions
• Demonstrate flexibility in satisfying customer demands in a high volume, production environment
• Troubleshoot jams and perform normal key operator preventative maintenance on copier/printer machine fleet
• Maintain logs of office services equipment usage and maintenance and request technical support when needed
• Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
• Maintain and organize floor copy rooms, adding supplies as needed
• Check paper levels on printers/copiers on a daily basis and replenish as needed
  
  

Office/Desk Moves

• Assist with internal personnel moves
• Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)
  
  

Mail Room

• Receive, log deliver incoming packages (FedEx, UPS etc.)
• Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
• Meter outgoing mail
• Retrieve and sort incoming mail from post office/postal box
• Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
• Maintain postage log for outgoing mail
• Keep mail supplies stocked
• Complete and log fax requests
  
  

Facilities

• Walk space throughout the day to review operation of equipment, furniture and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
• Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
• Prepare offices for visitors and new hires
  
  

Conference Services

• Assist with conference room furniture configuration
• Daily Conference room checks (supplies, cleanliness, furniture damage, carpet stains, etc.)
  
  

Miscellaneous

• Assist with additional conference service matters as needed
• Assist Administrative Team with special projects and tasks
• Perform other duties as assigned
  
  

Required Skills

• Ability to effectively present information verbally and in writing.
• Basic math skills: addition, subtraction, multiplication, division.
• Strong attention to detail.
• Ability to follow directions and work independently with limited supervision.
• Working knowledge in MS Word, Excel and Outlook.
• Proficient in the use of document reprographics equipment such as high speed copiers, scanners, facsimile machines, binding equipment, large capacity hole punch and paper cutters, etc.
• Working knowledge of ServiceNow request management portal
• Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment.
• Ability to use diplomacy and discretion. Must act with professionalism at all times.
• Strong customer service skills.
• Client-focused with the ability to provide customer service in a professional manner.
• Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks.
• Ability to travel to downtown DC office on a daily basis.
• Business casual attire required on a daily basis. Professional attire occasionally required for special events.
  
  

Required Experience

• Minimum 1 to 2 years of experience in an office environment required.
  
  

Preferred Experience

• Prior experience in a law firm is strongly preferred.
• Experience with EMS is preferred.
  
  

Required Education

• High School diploma or GED equivalent required.
  
  

Salary Information

DC Only: The estimated base salary range for this position is $55,000 to $65,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.

Privacy Notice

For information about how Simpson Thacher & Bartlett LLP collects and processes your personal information, please refer to our Privacy Notice available at https://www.stblaw.com/other/privacy-notice.

Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.