Office Services Assistant
Description
This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Services Assistant to join our team in our New York office.
This is an essential position that will require five day in-office. The hours for the position are 9:00 am to 6:00 pm EST.
As the Office Services Assistant with a strong focus on hospitality, you will be a key member of our team. This position encompasses a range of duties, including handling complex copy projects for attorneys, clients and staff, mail services, hospitality, and back up receptionist, ensuring that every guest and employee experiences a warm and welcoming environment reflective of the firm’s values.
At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.
On a typical day you will:
- Handle complex copy projects for attorneys, clients and staff; coordinate incoming copy jobs to see that all copy jobs are scheduled and completed on time; can include binding and hole punching; review work for accuracy and quality; responsible for the delivery of copy jobs back to the requesting party; DVD and CD duplication; operate all equipment within the department in an efficient manner with quality standard performance
- Sort and distribute incoming mail, including express and courier deliveries
- Process outbound mail and vendor/courier packages, ensuring all packages are tracked
- Assist with preparation of offices and work areas being assigned to new or relocated employees, including stocking supplies, obtaining a chair, ordering and installing the nameplate, moving files, assisting with furniture setup, and confirming complete setup prior to the employee’s arrival date
- Set up meeting spaces with attention to detail, ensuring a comfortable and well-prepared environment
- Communicate with reception for any last-minute information technology or catering requests
- Regularly check conference rooms, reception, lunchroom, and pantry spaces for cleanliness
- Maintaining supply inventory, placing orders, organizing supply storage, and restocking to maintain a well-prepared environment
- Play a contributing role in planning and executing office/client events
- Support special projects and programs as directed, ensuring their success
- Serve as backup for requesting visitor passes for guests and vendors
- Proficient in various software applications, including Microsoft 365, Adobe Professional, and Print Conductor
- Provide backup support, as needed, to the reception desk
- Maintain a punctual schedule and regular attendance
- Other administrative and support responsibilities as requested
Join us if you have:
- 2+ years related work experience in office support, customer service, and copy or mailroom environment
- Proficient in using computer and standard office applications; such as, fax machines, copiers, scanners and phones
- Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred
- Excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgment and decision making skills
- Able to work effectively in a team-oriented, service environment
- Able to learn and manage multiple projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs
- Able to identify and respond to customer/client issues/problems in a timely manner, and seeks feedback/follow-up as appropriate
- Able to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both verbal and written format
- Dress appropriately for physical work, while maintaining a professional demeanor and neat appearance
- Able to lift 50 pounds, be on feet most of the work day and use various pieces of services department equipment (hand truck, flatbed cart)
- GED/High School Diploma required; advanced education preferred
- Able to read and write English proficiently
- Able to work extended hours or periodically change hours if needed
- May be required to change work shift temporarily to accommodate special coverage needs - come in early or work later when needed
Who We Are
Davis Wright Tremaine LLP is an AmLaw 100 law firm with 11 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.
What’s in it For You?
DWT offers competitive compensation in addition to ample benefits including but not limited to:
- Choice of health and vision insurance plans
- 2 paid volunteer days for qualifying community service work
- Dental plan
- Fertility and adoption benefit
- Paid sabbatical after 13 years of service
- Tuition reimbursement
- Commuter benefits
- Retirement contribution
This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.
New York
The annualized salary range for this position in New York City is $53,000 to $57,000 ($25.48-$27.40 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.
Diversity, equity, and inclusion are part of the fabric of Davis Wright Tremaine – central to who we are and what we do. Our vision is to foster a culture where all talented individuals – including those who are from traditionally underrepresented communities in the legal profession – can have, and can see, a path to success. We embed DEI throughout our law firm with our four-pillar framework: Community, Growth, Education, and Engagement. We invite you to learn more about our commitment to DEI at https://www.dwt.com/about/diversity-equity-and-inclusion.
Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected].
#LI-BR1