Office Services Assistant

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 days in-office.  As the Office Services Assistant with a strong focus on reprographics, you will be a key member of our team. Your role 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:

• Handling complex copy projects for attorneys, clients, and staff; coordinate incoming copy jobs to ensure 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 and break down conference rooms with hot and cold beverage setups, ensuring all meeting spaces are prepared with the necessary refreshments.
• Coordinate and set up hot and cold meals in conference rooms as ordered by the reception team, ensuring timely and accurate delivery.
• Set up meeting spaces with attention to detail, ensuring a comfortable and well-prepared environment
• Communicate with reception for any last-minute IT or catering requests
• Regularly check conference rooms, reception, lunchroom, and pantry spaces for cleanliness
• Maintain supply inventory, place orders, organize supply storage, and restock 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
• Possess 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 nea