Overview
Office Administrator – University Business Administrators Jobs in Tallahassee, FL at Florida State University
About Kirkland & Ellis
At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With over 6,500 employees (including approximately 4,000 lawyers) operating from 21 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.
Essential Job Functions
We are seeking a proactive and highly organized Operations Coordinator to provide hands-on operational support to our Philadelphia office. This role plays a critical part in ensuring seamless day-to-day operations by collaborating across multiple functions, including Office Services, Digital and Delivery Services, Supplies/Purchasing, Safety/Security, and Space Planning.
Operating in a fast-paced, dynamic environment, the ideal candidate is a self-starter who can anticipate needs, solve problems efficiently, and adapt to shifting priorities. This role requires a high level of discretion, professional judgment, and the ability to multitask under pressure.
ESSENTIAL JOB FUNCTIONS
Essential job functions include those set forth below. Other duties and responsibilities may be assigned. Regular and predictable attendance and the ability to work overtime as needed is an essential function of the job.
Copy/Print Responsibilities: Ability to achieve results by pulling together appropriate internal and external resources. Responsible for creating and entering all Digital Service job tickets. Record accurate billing information for all completed work on a daily basis. Perform complex print operations and print processing tasks. Operate production printers, scanners and copiers. Familiarity with print applications (.doc, .xls, .wpd, .mbd, .mpp, .vwsd, .htm) and images (.pdf, .tif, .jpg) sent via e-mail or from medial/storage. Ability to convert application files to PDF image files.
Facilities Responsibilities: Support the delivery of quality service to clients and firm personnel by performing general repairs and maintenance to the office premises, furniture, and equipment. Coordinate and assist with office moves and furniture sets, including but not limited to conference room set ups and breakdowns, intra-office moves, and new hire set ups.
Mailroom Responsibilities: Track courier and accountable items (FedEx, UPS, Certified Mail, etc.) Research and route undenied and generic mail. Receive, log, deliver and track messenger items. Coordinate and process customized packaging and other special requests.
Emergency Preparedness, Safety and Security Programs: Assist the Physical Security team with local needs, such as coordinating training and emergency/life safety drills, and work with building management as needed.
Property Management: Collaborate on all building related tickets and requests and act as the liaison between the operations team and property management.
Customer Service: Ensure the highest level of customer care. Monitor the department email account. Coordinate internal resources or vendor services as needed to meet Kirkland personnel needs.
Other: Provide status updates and department reports as required. Stay current on relevant printing, facilities management, and operations trends. Other related duties as assigned.
Qualifications & Requirements
Education, Work Experience, Skills
Bachelor’s degree preferred or equivalent on-the-job experience.
Minimum of 3 years’ experience working in an Operations or Facilities role.
Strong knowledge of mailroom and delivery practices as well as experience in a combined mailroom and digital production copy/print environment is required.
Ability to adapt to changing schedules, work requirements or unpredictable hours as needed.
Proven ability to deliver exceptional customer service with measurable results.
Strong interpersonal skills with the ability to build relationships among lawyers and staff to achieve desired results.
Excellent written and oral communication skills. Ability to create and present complex ideas in an easy-to-understand way.
Must be comfortable with tight deadlines and managing multiple projects, and have excellent organizational skills.
Must possess a professional demeanor and the ability to work in a fast-paced environment.
A motivated self-starter with the demonstrated ability to work independently, collaborate on projects, and participate in a team-oriented environment.
Ability to lift at least 25 pounds.
Technologies/Software
Strong proficiency in Microsoft Windows and Office Suite of applications including PowerPoint, Excel, Word, SharePoint is required.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.
How to Apply
Thank you for your interest in Kirkland & Ellis LLP. To complete an application and submit your resume, please click “Apply Now.”
Equal Employment Opportunity
All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.
Closing Statement
The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP (“K&E”) and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.
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Title: Office Administrator – University Business Administrators
Company: Florida State University
Location: Tallahassee, FL
