Overview
Office Services Assistant Jobs in Nashville, TN at K&L Gates
Title: Office Services Assistant
Company: K&L Gates
Location: Nashville, TN
We are seeking an Office Services Assistant to join the Nashville office. The candidate will be responsible for a variety of office services functions including incoming and outgoing mail services and delivery, office supplies and inventory; faxes; copying services; courier services; court filings; property and facilities maintenance; event set up/tear down; and office relocations. The daily makeup of tasks changes depending on location set up and needs. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.
Essential Duties
In-house mail service such as picking up, sorting, and delivering incoming and outgoing mail
Handling of incoming/outgoing faxes in a prompt manner, maintaining the necessary records, and ensuring that the fax machines receive necessary maintenance in order to ensure prompt/accurate communications. Telephone sender if incorrect number of pages is received, fax is not legible or not addressed to specific individual
Assist with the coordination of purchasing office supplies, which includes vendor relations, receiving, stocking of items such as letterhead, business cards, and other items, purchasing research, and invoice processing
Maintain log for all pickup and deliveries and notify employees and/or appropriate personnel
Coordinate courier runs, including determination of when it is necessary to use in house or outside couriers and which service is to be used, including arranging for court filings
Assist with conference room scheduling, including coordination of videoconference and WebEx, and maintaining neatness of lobby and reception area
Assist with setting up and breaking down large events including moving conference room furniture to accommodate event set up
Assist with moving of office furniture and office relocations
Additional Duties
Assist with property and facilities maintenance
Assist with resolving issues with copiers
Operate equipment such as telephones, fax machines, copy machines, computers and troubleshooting to resolve issues with same
Coordinate meals and beverages for onsite meetings or events
Maintain kitchen area, including making coffee, washing dishes, cleaning the facility, stocking beverages and kitchen supplies
Perform light cleaning services as needed throughout the office
Assist with emptying confidential shredding bins and securing that shredding in a locked location until vendor comes to pick up bins
Assist with overflow work and provide backup support for other functions as needed
Performs all other related duties as directed by immediate supervisor which may include a variety of administrative, reception, or office services functions
Experience Skills Required
High School Diploma or equivalent
2-3 years administrative experience with strong communication and customer service skills
Previous experience in a client service oriented field preferred
Working knowledge of Microsoft products pertaining to the specific position including but not limited to Outlook, Word, and Excel, etc.
Attention to detail and excellent organizational skills
Ability to function with a high level of patience, tact, and diplomacy in handling any “complaint” situations
Able to work under pressure and manage competing deadlines
Able to work well with others
Strong ini…
