Office Services Clerk Law Firm
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POST DATE 9/17/2016
END DATE 11/17/2016
White Plains, NY
JOB DESCRIPTIONDTI is seeking a qualified candidate for the position of Office Services Clerk - Law Firm at one of the Major Law Firms in White Plains, NY. Very attentive to details/special instructions, ability to lift 50lbs. (copy paper) and flexible for overtime.
Responsibilities and Essential Functions:Provide support for miscellaneous requests and flex services with a "can do" attitude and philosophyMaintain a positive team-player mentalityAccurately communicate with client staff and DTI team members regarding commitments, deadlines, challenges, requests, etcDeliver on service commitments in a timely and accurate mannerInvest proper effort and QC approach to deliver highest quality work and serviceComply with DTIs standards of operations as set forth in the contract agreement, the site operations manual, and the employee handbook
Reception:Work closely with the clients staff to ensure seamless day-to-day operations as the first line of contact with the clients visitorsAnswer incoming telephone calls and direct call traffic to the proper personTake accurate and complete messages for those employees who may be unavailableGreet and announce visitors in a friendly and business-like manner Maintain neatness and organization of reception desk and front closet areas with various administrative duties as outlined by the Site ManagerProvide excellent client service as the liaison between the Firm/Organization and their building managementAssist with office moves, maintenance of carpet log, hanging of pictures, light bulb outages, furniture rehabilitation, etcCoordinate office furniture and equipment moves with other operating departments of the firm, such as IT, Telecom, Maintenance, and JanitorResponsible for communicating facility issues with client and assisting where needed
Floor Coordination:Provide excellent client service as the first line of contact with the clientResponsible for the organization and upkeep of various satellite copy rooms throughout an assigned work area. This includes the stocking of general supplies, delivery of paper, and basic daily maintenance of the copier(s) in that areaResponsible for the pick-up and delivery of all mail/parcels as well as all copy, print and scan projects that area assigned to the Copy Center
Records ManagementRetrieve, compile, and distribute requested records and informationResponsible for document control and records management throughout the information lifecycle for physical and electronic recordsRe-file records, files and record storage containersMaintain accurate records circulation databaseReceive and process records in accordance with established proceduresComply with all business protocol, regulatory and best records management practices and requirements
Hospitality Services:Provide excellent client service as the coordinator of the clients conference rooms, common areas and kitchensEnsure clients requests for the set-up and use of meeting rooms are handed accurately and proactivelyPlace orders for food and beverages for use during meetings as assignedInspect and ensure that all rooms are clean, stocked with supplies and ready for continual useOrganize and distribute client kitchen suppliesMaintain inventory control and order supplies as neededPerform cleaning, dusting and other incidental tasks as assignedCopy/Print Services:Perform basic mathematical calculations using a calculator/computer to accurately figure production time and labor time associated with any copy, print, scan or production requestsFollow established guidelines and procedures for receiving, documenting, organizing and mailing out client packages (i.e. parcel deliveries, messenger services, etc.)Ensure accurate tracking, monitoring and recording of all charges, overtime, logs and entries throughout his/her shiftAnswering telephone inquiries, loading/unloading parcels, delivering of parcels, copying, and faxing and guest requestsDue to the cyclical nature of the industry team members may be required to work varying schedules to reflect the business needs of the firmSpecific duties as assigned
Mail/Distribution Services:Sort, distribute and meter US mail with knowledge of current postal ratesEnsure all projects have been properly produced and Quality Checked (QCd) to DTIs standardEnsure clients request and the delivery of faxes/parcels in a timely matter in accordance to DTIs standards
Required Characteristics and Credentials:High School Diploma or equivalentMinimum of 1 year professional level work experiencePrevious experience in a client service oriented field preferredWillingness and ability to learn new skills be personable, articulate, knowledgeable and professional in presenting oneself in a professional settingAbility to learn skills quicklyFlexibility in dealing with simultaneous projectsAttention to detailAbility to function with a high level of patience, tact and diplomacy in handling any "complaint" situationsAbility to lift or move 40 lbs. or greaterFine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100lbsAbility to walk, bend, kneel, stand, and/or sit for an extended period of timeManual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc)Working knowledge of Microsoft products pertaining to the specific position including but not limited to Outlook, Word, and Excel etcReading, writing, and arithmetic skills requiredVisual acuityAble to convey information and ideas through speech in ways that others will understandAble to listen to and understand information and ideas presented through spoken words and sentencesAble to speak clearly so listeners understand, identify and understand the speech of another personExcellent organizational skillsStrong initiative required; ability to work independently with minimal direct supervision