Office Services Assistant

K&L Gates, a global law firm, is seeking an Office Services Assistant for our Miami office. This role involves handling a variety of office services tasks, including mail services, office supplies management, copying, couriers, event setup, and more. The position requires a highly organized individual with strong communication skills, attention to detail, and the ability to work well under pressure.

Essential Duties:

• Mail and Courier Services:

  • Manage in-house mail services, including pickup, sorting, and delivery of incoming/outgoing mail.
  • Handle incoming/outgoing faxes, maintain records, and ensure fax machines are operational.
  • Coordinate courier runs and court filings, deciding when to use in-house or external services.

• Office Supplies and Inventory:

  • Assist in purchasing and managing office supplies, including vendor relations and invoice processing.
  • Stock items such as letterhead, business cards, and other office necessities.

• Facilities and Event Support:

  • Assist with conference room scheduling, including videoconference and WebEx coordination.
  • Set up and tear down large events, including moving furniture.
  • Assist with office relocations and property maintenance.

• General Office Support:

  • Operate and troubleshoot office equipment like phones, fax machines, and copiers.
  • Maintain kitchen area, including making coffee, washing dishes, and stocking supplies.
  • Perform light cleaning services and manage confidential shredding.

Additional Duties:

• Provide backup support for other office services functions.
• Perform other related duties as directed by the immediate supervisor, including administrative and reception tasks.

Experience and Skills Required:

• Education: High School Diploma or equivalent.
• Experience: 2-3 years of administrative experience, preferably in a client service-oriented field.
• Skills:
  • Proficiency in Microsoft Outlook, Word, Excel, and other relevant software.
  • Excellent organizational skills and attention to detail.
  • Strong communication and customer service skills.
  • Ability to work under pressure and manage competing deadlines.
  • Strong initiative and ability to work independently with minimal supervision.

Physical Requirements:

• Ability to lift or move items weighing 40 lbs. or greater.
• Routine use of standard office equipment and ability to perform tasks requiring fine and gross motor skills.

Compensation:

• Salary: $38,000 - $57,000, depending on experience, expertise, and market factors.

Benefits:

K&L Gates offers a comprehensive suite of benefits, including but not limited to:

• Healthcare: Medical, Dental, Vision Insurance, and Prescription Drug Coverage.
• Retirement: 401(k) Retirement Plan and Profit Sharing.
• Leave: Paid Time Off (20 days/year initially, increasing to 25 days/year after 5 years), Paid Holidays, and Parental Leave.
• Insurance: Life, Short- and Long-term Disability, Pet, Accident, Critical Illness, and more.
• Other Benefits: Wellness Program, Pre-tax Commuting Benefits, Student Loan Concierge Service, Professional Development Opportunities, and more.

About K&L Gates:

K&L Gates is a fully integrated global law firm with offices across five continents. The firm is committed to innovation, creativity, and providing impactful work for its clients. We value diversity and inclusion and offer a socially conscious environment that fosters career growth.