Office Services Assistant at Baker Botts in Houston, Texas

Job Description:

The Houston office of Baker Botts LLP is currently seeking an Office Services Assistant. The candidate would perform inside delivery duties to ensure timely distribution of messages, mail, printed materials, supplies, coordinate and assist in print/copy/scan requests and process outgoing mail and expedited deliveries. This position also handles a variety of Conference Services duties including conference room set-ups, food presentations, stocking kitchens and pantries, maintaining a clean environment, and providing superb service to clients, visitors, and internal customers. This is a full-time, non-exempt position requiring a five-day on-site work week. This is not a hybrid position. Flexibility for additional hours is required when necessary.


Essential Duties and Responsibilities:

• Sort and deliver mail and printed materials on assigned floors. Pick up and deliver interoffice mail on assigned floors.
• Process outgoing mail and expedited materials.
• Print copy job requests along with scanning and faxing. Knowledge of GBC binding and spiral binding is preferred.
• Act as backup for the receptionist and other members of your team when necessary, including covering vacations, breaks and lunch hours.
• Must be proficient in Outlook and Microsoft Office.
• Process outgoing Mail and FedEx requests.
• Perform a wide variety of Conference Services tasks including, but not limited to, setting up and breaking down conference and meetings rooms. Set up and break down catering for meetings.
• Reconfigure chairs and tables for conference meetings.
• Keep all kitchens, pantries, and conference rooms well stocked, orderly, and clean. Operate coffee brewing machine and dishwasher. Some hand washing will be necessary.
• Keep office supplies stocked and orderly. Order supplies.
• Provide support for front desk phone coverage and process conference room requests.
• Other tasks as assigned by Copy, Conference, and Office Services Senior Manager, Coordinator, and/or Office Administrator.

Qualifications:

• High school diploma required; College degree a plus; One year minimum experience in customer service, law firm experience preferred.
• Minimum six months work experience required.
• Basic knowledge of computer software including Outlook and Word.
• Must have the ability to learn new software for various tasks, including but not limited to processing mail and inputting time.
• Excellent customer service skills and ability to work well independently, as well as with others is required.
• Ability to follow directions and established procedures.
• Ability to prioritize tasks associated with conference room schedules and events.
• Ability to communicate effectively, both orally and in writing. This includes drafting professional e-mails to lawyers, staff and visitors.
• Ability to maintain confidentiality of information.
• Able to lift up to 30 pounds, move full file boxes with the use of a hand truck and able to push carts with supplies from one area to another.
• May also require the ability to lift, squat, kneel and bend as well as use a step ladder.
• May require some office furniture moving within space and familiarity with hand tools. Some objects in the kitchens and conference rooms may be located in obscure or high places.
• Must be able to use elevator.
• Must have a sense of organization and be able to multi-task at all times.
• Must have willingness to learn and initiative to take on new tasks.
• Must be reliable and a self-starter.

Other duties and responsibilities

• Maintain office supplies stocked in break rooms.
• Other tasks as assigned by Conference and Office Services Manager and Office Administrator.

Extent of Public Contact (Within and outside the Firm)

• Extensive daily contact with lawyers, staff and colleagues.
• Frequent contact with outside vendors.

Physical Demands

• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
• Must be able to function in a standard office environment.
• Must be able to push or pull loaded dolly weighing approximately a minimum of 30 pounds, on carpeted or uncarpeted flooring without assistance.
• Must be able to routinely lift and carry catering supplies such as, food trays and equipment weighing up to 30 pounds.
• Must be able to assist in lifting and moving furniture and equipment weighing 50 pounds or greater.
• Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
• Must be able to stand or walk for four hours daily.
• Must be able to sit, concentrate and work for one hour without a break.
• Must be able to lift, squat, kneel and bend and have the ability to lift 30 lbs. or more.
• Must be able to function in a standard office environment.

Working Condition and Environment

• Work is normally performed in a standard office environment, but may, on occasion, involve moderate exposure to dust, dirt and/or extreme temperature.
• This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual.
• Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload. Flexibility in working overtime evenings and weekends as required by assigned or overflow work.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state, or local law. Apply Now