Job Title: Office Services Assistant
Location: White Plains, NY 10601
Payrate: $15-$20/hour, depending on experience
Work Environment: On-Site
Term: Contract 2+ Months
Referral Fee: AMS will pay $500 should the person you refer gets hired
Please Note: This is a fully onsite, Monday-Friday position. Candidates must be comfortable with the physical aspects of the role, including packing, unpacking, and lifting office materials.
Job Description:
Our client, a well-established law firm, is seeking a dependable and detail-oriented Temporary Office Services Coordinator to support its White Plains office. This position will provide general office services and administrative support, helping ensure the office runs smoothly and professionally.
The assignment is expected to continue through New Year's, with the possibility of a short extension. The office will also be relocating from 44 South Broadway to 1 North Lexington at the beginning of December. The temporary employee will assist with packing, unpacking, and organizing office materials as part of the transition. Some lifting will be required, but a professional moving company will handle the actual relocation of furniture and larger items.
The ideal candidate has prior office services or administrative experience, preferably in a law firm or professional services environment, and is comfortable working in a fast-paced office.
Key Responsibilities
- Maintain the cleanliness, organization, and overall upkeep of general office areas, conference rooms, and kitchen facilities.
- Greet and assist visitors, vendors, and office personnel in a professional and courteous manner.
- Monitor, organize, and restock office and kitchen supplies.
- Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and deliveries.
- Coordinate shipping through USPS, FedEx, and UPS.
- Provide copying, scanning, faxing, binding, tabbing, and other document processing support.
- Prepare and maintain conference rooms, including meeting setup and cleanup.
- Assist with basic office equipment troubleshooting, including printers and copiers, and coordinate service calls when needed.
- Organize and maintain file rooms, inventory files, and prepare materials for off-site storage.
- Assist attorneys and administrative staff with general clerical and office support as needed.
- Assist with packing, unpacking, and organizing office materials in preparation for the December office relocation.
- Perform routine office walkthroughs and report maintenance or facility issues as needed.
Qualifications
- 3+ years of recent office services, administrative, or related experience. Prior law firm or professional services experience strongly preferred.
- Strong knowledge of general office equipment, including copiers, printers, scanners, fax machines, and telephones.
- Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience with Adobe PDF or Kofax Power PDF preferred.
- Excellent organizational skills and the ability to manage multiple priorities.
- Strong verbal and written communication skills, with excellent attention to detail.
- Professional demeanor and a customer-service-oriented approach.
- Dependable, punctual, and able to work effectively as part of a team.
- Ability to take initiative and work independently when needed.
- Ability to type at least 65 WPM accurately.
- Ability to lift and carry office materials and boxes weighing up to 50 pounds as needed, including during the office relocation.