Address
Form of workWho we are:
Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, New Jersey, Utah, and Washington, D.C. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse, equitable, and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.
What You Will Do:
Under the direction of the Office Administrator (CA), the Client Services Assistant is responsible for assisting with the day-to-day operations of the office, including handling the front end operations, hospitality, and facilities for the office. Work hours may be varied and may include overtime.
Essential Job Requirements:
Administrative Support
- Schedule conference rooms or visiting attorney offices utilizing the firm's application.
- Ensure conference rooms and visitor offices are appropriately stocked with supplies, cleaned and ready for use.
- Receive and process requests for meals for meetings, events, etc., and working with caterer or local vendors.
- Assist caterers with setting-up food arrangement for meetings/events.
- Take inventory of kitchen supplies and items, and ensure items are replenished in a timely fashion.
- Meet and greet clients/visitors in the reception area and direct them to the appropriate destination.
- Receive and direct incoming calls to the appropriate attorney or staff member.
- Assist with connecting Zoom meetings.
Facilities
- Open and/or close the office daily - five days a week.
- Reconcile monthly credit card statement and process invoice for approval.
- Work with Office Managing Partner and Office Administrator to assign office/desk space to new employees.
- Work with Office Managing Partner and Office Administrator in planning and execution of office-related initiatives and events involving staff and attorneys, both on/off-site.
- Order, inventory and stock supply room, kitchen, and printer areas.
- Receive, sort and deliver incoming mail and packages, and obtain signature from recipients, as needed.
- Package and process outgoing overnight mail (i.e., Fedex, UPS, etc.) to meet client deadlines.
- Schedule outside messenger service, as required, and assist with in-house messenger services (daily bank/post office and firm-related errands).
- Complete copy, scan and print projects to meet deadlines.
- Maintain and ensure all duplication equipment (copy machines, binding equipment, etc.) is in good working order and wiped down daily.
- Manage office facilities and office supply inventory.
- Under direction of Office Administrator, arrange for office space repairs and maintenance, such as painting, carpet cleaning, furniture repair, etc.
- Under direction of Office Administrator, work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, HVAC, emergency preparedness and general tenant issues.
- Assist with emergency planning and training coordination; ensure emergency kits and AED equipment are properly maintained.
Skills, Knowledge, and Abilities:
- 1-3 years of office experience.
- Will be required to work on-site five days per week.
- Ability to interact effectively with internal and external client base, always upholding a professional demeanor and demonstrating an attitude of cooperation.
- An orientation to customer service and ability to work in a team environment.
- Ability to lift heavy boxes and lift mail packets into and out of mail cart for delivery, push mail cart, and stand for periods of time.
- Maintain a reliable attendance record, arriving to work in a timely manner and observing prescribed work break and meal periods.
- Be familiar with and adhere to all firm policies and procedures.
- Ability to read various documents, both hard-copy and electronic version. Documents may be memorandums, emails, instructions, directions, etc.
- Must be detail oriented as demonstrated through data entry work, accurate filing, and distribution of correspondence.
- Must maintain the confidentiality of all firm-related matters.
- Ability to effectively communicate with internal client base to respond to needs, requests and provide status as needed.
- Travel to other LS office once or twice a year for refresher training.
Office Location: Centerville, UT
Schedule: 30 hours per week between 9:00am - 5:30pm
Amount of Travel Required: 10% - 20%
Disclaimers:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.
Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.
Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.
Employment Type: Part-Time
