Office Services Supervisor

Office Services Supervisor

The Palo Alto Office of Baker Botts L.L.P. is currently seeking an Office Services Supervisor. The primary function of this position is to provide equipment, facilities, and support services necessary to assist the Firm\'s attorneys and support staff to function at the highest level of service for our clients. This is a full-time, non-exempt position requiring a five-day work week in the Firm\'s Palo Alto office. Flexibility for additional hours is required when necessary.

Essential Duties and Responsibilities

• Supervise the Office Services/Conference Services staff, including managing their work schedules.
• Oversee the receipt and delivery of all external and internal delivery of mail daily.
• Oversee the handling of all print, scanning and copying job requests along with faxing and creation of binders
• Knowledge of GBC binding and spiral binding is preferred.
• Under the direction of the Office Administrator, assist in coordinating office moves and setup for new and current employees.
• Must be proficient in Outlook and Microsoft Office. Must keep detailed logbooks for FedEx, U.S. Certified Mail, UPS, hand deliveries and tasks completed on site.
• Reconfigure chairs and tables for conference meetings and office events.
• Keep office supplies stocked and orderly.
• Order pantry and office supplies.
• Oversee routine office maintenance and facilities requests.
• Deliver copy paper, supplies and service to all printer stations
• Ensure exemplary appearance of the entire office space
• Evaluate, recommend and cultivate relationships with caterers and vendors
• Perform miscellaneous job-related duties assigned by Office Administrator.
• Act as the main point of contact for all deliveries.
• Act as backup for your staff when necessary, including covering vacations and lunch hours.
• Work with maintenance engineers on office repairs
• Meet with vendors making deliveries or with company representatives who arrive to service the office
• Coordinate with IT department when audio visual equipment is requested for a meeting or when visitors require computer or wireless access codes

Knowledge and Skills

• High school diploma required; College degree a plus; Five-year minimum experience in customer service, law firm experience preferred.
• 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.
• Must have a sense of organization and be always able to multi-task.

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.
• Ability to lift 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 in obscure or high places. Must be able to use elevator.

Working Condition and Environment

• This role is performed 100% in the Palo Alto office.
• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.
• 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.

If this role is filled in California, the salary range is $46.40-58.00/hour. The actual compensation is determined by a number of factors, like location and experience level.

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.