Office Services Assistant/Receptionist/Runner

Job Description

SUMMARY:

Using a personal vehicle, picks up and delivers a variety of items that may include mail, documents, files, exhibits, and packages to/from various locations throughout the Las Vegas Valley; travels to purchase office supplies and other items on behalf of the Firm. Performs clerical and support tasks to include making copies, distributing mail, light cleaning, making coffee, and stocking the kitchens and conference rooms. Performs word processing tasks and data entry as needed. This position serves as an Office Services Assistant, Receptionist, and Runner.

DUTIES AND RESPONSIBILITIES:

Processes incoming and outgoing mail as directed.

Oversee mail and package deliveries, ensuring timely distribution.

Greet and assist visitors, ensuring a professional and welcoming atmosphere.

Answers incoming calls.

Assist with various office projects and support team members as needed.

Continually monitors and maintains paper supply levels in printers.

Delivers mail to the post office, if necessary, at the end of the day.

Delivers or retrieves legal documents to/from various locations.

Distributes mail and packages to staff.

Logging daily payments received in the mail onto the control sheet for accounting.

Event & meeting setup and cleanup.

Loads and unloads deliveries.

Make copies and scan documents, as needed.

Manage incoming calls and direct them to the appropriate personnel.

Obey all traffic laws and drive safely while performing runner duties.

Operates mailroom and office machines including copiers, scanners, shredder, telephone and voicemail systems, desktop computers and other standard and specialized office equipment.

Organizes files and office supplies.

Perform general administrative tasks such as filing, data entry, and maintaining office supplies.

Pick up take-out orders as necessary, including, but not limited to, Friday breakfast, and other firm-sanctioned meals.

Daily cleaning and restocking conference rooms, kitchens, refrigerators, and beverage coolers.

Organize stock room and maintain the inventory log for reordering of kitchen and office supplies.

MINIMUM QUALIFICATIONS:

Equivalent to graduation from high school AND at least three years of related experience.

Own and maintain a personal smart phone with navigation or map applications. Employees required to use their personal cell phone for work will be eligible for a reasonable allowance.

Always possess and maintain a valid Nevada Class C Driver License. After receiving a job offer, the successful candidate will be required to obtain a 10-year Driver History Printout as a condition of employment. Any fees associated with this requirement will be reimbursed. (Mileage app will be provided by the firm and mileage reimbursement will be at the federal standard rate).

Possess and maintain auto insurance on personal vehicle.

Experience with desktop computers and Microsoft Office Suite.

COMPETENCIES:

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Ability to contribute positively as part of a team, by cooperating and helping with various tasks as required.

Dependability - Follows instructions, responds to direction; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of training or growth opportunities; Asks for and offers help when needed. Ability to be resourceful and proactive when issues arise.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions; Demonstrates group presentation skills; participates in meetings.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Continuously maintains professional attire.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

ALLOCATION TO EACH JOB FUNCTION, it may vary:

Office Services Assistant/Receptionist – 50%

Runner – 50%

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Frequently required to stand.

Frequently required to walk.

Frequently required to sit.

Continually required to utilize hand and finger dexterity.

Occasionally required to climb, balance, bend, stoop, kneel or crawl.

Ability to use a handcart and/or dolly.

Frequently exposed to outside weather conditions.

Regularly scheduled 8:00 am to 5:00 pm weekdays.

Ability to occasionally lift and /or move more than 75 pounds; frequently lift and/or move up to 40 pounds; continually lift and/or move up to 10 pounds.

Office Assistant/Runner may be requested to work overtime when determined and approved by management.

Full-time