Operations Support Specialist

Job Description

Job Description

The Operations Support Specialist role involves providing administrative support in an office setting. Responsibilities include: managing day-to-day operations; handling and saving documents; cleaning common areas; greeting visitors; organizing office supplies; maintaining facilities; assisting with meetings and events; and providing general office assistance. This role requires strong organizational skills, attention to detail, effective communication abilities, and proficiency in Microsoft Office.

Responsibilities Include:

HOSPITALITY/CONFERENCE ROOMS:

• Load and unload dishwashers as needed.
• Wipe down kitchen in mornings and afternoons and restock supplies.
• Wipe down microwaves throughout the day.
• Clean refrigerators every month.
• Maintain/organize pantry closets.
• Coordinate with vendor to clean ice machine filters every six months or as needed.
• Set-up and clean-up all conference rooms prior to and after meetings.
• Assist with placing food orders (and pick-up if necessary) for meetings and set up beverages.
• Ability to set-up videoconferencing and conference calls for meetings.

COPY CENTER/OFFICE SUPPLIES:

• Manage inventory of all supplies in the copy center and notify Office Services Specialist regarding the purchase of items.
• Organize and stock copy room.
• Travel to Sam’s Club on a monthly basis to purchase supplies for the office.
• Travel to Publix, Walmart, etc. as necessary.
• Primary contact/representative for vendor services and ordering.
• Coordinate all beverage and related supply deliveries and any equipment repair service calls as needed with building.

OFFICE EVENTS:

• Pick-up monthly birthday cakes.
• Travel occasionally to pick up food for meetings.
• Support Office Administrator with setting up office activities and special events.
• Assist Office Administrator with planning dates, times, venues, food and beverage selections for firm events.

GENERAL OFFICE:

• Assist Office Administrator with firm budget for events and office supplies.
• Process invoices approved by Office Administrator.
• Work with Office Administrator in developing streamlining of processes and operating efficiently with administrative tasks.
• Assist Office Administrator as Fire/Emergency Coordinator for firm with building management.
• Provide support for Office Administrator with facilities matters, including contacting IT for assistance with malfunctioning equipment.
• Prepare for and coordinate the bi-monthly pick up of all shredding bins.
• Handle new hire office set up, including distribution of office supplies.
• Troubleshoot minor IT issues.
• Assist with moving/retrieving physical files.
• Primary contact for building management (placing service calls regarding maintenance, air conditioning requests, security etc.).
• Provide back-up coverage at reception desk.
• Perform all other projects/duties as assigned.

BACK UP COVERAGE FOR MAILROOM:

• Travel to post office on daily basis.
• Process, collect, sort and deliver mail and packages.
• Ability to operate standard office equipment, including document production, copying and scanning.
• Replace paper, toner, waste toner cartridges, printer cartridges, staples in all copiers and printers.
• Assist staff with any necessary filing, moving documents to document management system, organizing and numbering exhibits and various projects as needed.
• Assist with local delivery of documents.

Qualifications:

Education/Certification: High School Diploma or Equivalent

Skills/Abilities: Proficient in Microsoft Office; efficient in handling a wide range of administrative and support-related tasks; excellent written and verbal communication skills; strong organizational and planning skills; team player; creative problem solving; ability to work independently and with flexibility to meet deadlines.

Experience Required: Prior office/law firm experience preferred.

Physical Activities and Requirements of this Position:

Speaking: Ability to communicate clearly and effectively.

Hearing: Ability to hear average or normal conversations.

Finger Dexterity: Ability to pick-up small objects, push buttons, and dial the telephone.

Repetitive Motions: Movements frequently and regularly required using the arms, wrists, hands, and/or fingers.

Visual Abilities: Average visual acuity to use computer, inspect documents, and operate office machinery.

Physical Abilities & Strength: Sitting most of the time. Walking. Ability to lift up to 10 lbs. Some bending and squatting.

Mental Activities and Requirements of this Position:

Reasoning Ability: Common sense to solve problems and follow verbal and written instructions accurately and exercise good judgment.

Mathematics Ability: Basic math skills, including working knowledge of accounting standards.

Language Ability: Ability to speak, write, and communicate effectively in English.