Office services assistant

Position Summary:

Our New York City office has the opportunity for an experienced Office Services Assistant to join the Firm’s expanding practice. On a day-to-day basis, works under the direction of the Office Administrator, Office Services Coordinator, attorneys, paralegals, and practice assistants from whom the Office Services Assistant is receiving assignments. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment.

Essential Functions:

Mailroom/Copy Center

• Receive, stamp, and log all incoming mail and packages and scan/deliver to recipients.
• Prepare and process outgoing mail and packages and ensure they are picked up at the end of each workday. Arrange for specialized mail or messenger services, as required.
• Monitor and distribute incoming faxes.
• Photocopy and scan documents as requested by practice assistants, paralegals, attorneys and Office Administrator.
• Ensure all copy machines and printers are stocked with paper on a daily basis.
• Perform routine maintenance on equipment. Request and coordinate service calls and repairs for copiers and other office equipment and facilities.
• Maintain inventory of mailroom supplies.
• Maintain postage meter.

Reception/Hospitality – Provides back-up support to the Office Services Coordinator and/or other office personnel during breaks, lunches, after hours and absences which may include the following:

• Open front doors and prepare reception area for business each morning.
• Answer multi-line phone system. Screen phone calls and take messages as required or direct callers to their destination.
• Communicate effectively and professionally with clients and others in the Firm.
• Receive and direct clients and visitors.
• Keep general state of reception area, kitchen and conference rooms clean.
• Have general knowledge of employee absences to determine appropriate routing of phone calls, mail, and deliveries.
• Maintain and submit monthly visitor’s log.
• Maintain conference rooms and visitor office reservations using Maptician.
• Order meals for meetings.
• Conference room set-up and clean-up.
• Provide and update restaurant/hotel/parking information for guests.

Facilities

• May assist Office Administrator with building/office access keycards and parking access for new and departing employees.
• Assist with internal office moves and set up of workstations for new employees.
• General kitchen maintenance to include loading and unloading dishwasher and making sure area is tidy and kept clean. Clean and perform maintenance on coffee machines and refrigerators, as needed.
• May assist with audio visual equipment.

Records and File Room

• Provide back up support for Office Services coordinator maintaining central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files.
• Coordinate timely retrieval of off-site files as requested.

Library

• May work collaboratively with Office Services Coordinator and Office Administrator to ensure that library subscriptions are current and requests for new additions are approved.
• Receive incoming subscription updates and file accordingly.

Administrative Support

• Stock office and kitchen supplies as ordered by Office Services Coordinator.
• Enter vendor invoices and expense reimbursement requests into Chrome River. Reconcile and process all charges for NYC Office credit card through Chrome River. Verify all purchases ordered by Office Services Coordinator were received, are in good condition and have appropriate expiration dates.
• May assist with processing local office check requests.
• Create client file labels and assemble physical files.
• Assist with set-up, clean up and various other responsibilities related to local marketing and office events. Such support may require employee to work hours outside of normal business hours and limited travel.

Requirements:

• 2+ year previous experience in a clerical or Office Assistant role.
• Strong interpersonal and customer service skills.
• Strong communication skills, written and verbal.
• Pleasant and clearly understandable phone voice.
• Ability to read, respond timely/accurately to and organize a high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including filing.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance. Must be flexible to work overtime as needed.

Computer Skills / Office Equipment: Proficient in Microsoft applications including, Outlook, Word, Excel, PowerPoint, and Teams. Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, presentation equipment, copier and scanner.

Education/Experience: A high school diploma is required.

NOTARY A PLUS (or wiliness to take the NY Notary Exam)

Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a phone system, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books, files and boxes weighing up to 50 pounds. The employee is occasionally required to stand, stoop or kneel. May occasionally be required to climb stairs. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Benefits:

In accordance with New York State’s Wage Transparency Law, the expected salary range for this New York State position is between $40,000 to $60,200. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information:

If you have questions, please e-mail Lily James at [email protected] with "Office Services Assistant - NYC" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview:

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.