Office Operations Assistant (Part Time)

We are a fast growing, thriving, mid-sized IP firm that originated in the mid 80s. We are proud to boast a family friendly culture, a casual dress code, and a very convenient commute to those living in the suburbs of Montgomery County. We prefer local candidates, as face time is part of the job, but technologically offer the ability to work from home when desired (we are in the office at the present time). Our ideal candidate has a few years of experience at a high volume firm, and is looking for a quality of life adjustment. At ESF, we celebrate diversity and we are committed to creating an inclusive environment for all employees.

This role is an integral part of the administration team designed to create a both hospitable and smooth and safe operation of the office.

It is a part-time role that requires commuting to our Gaithersburg office Tuesdays, Wednesdays, and Thursdays. Hours can be flexible.

Duties

·Ensure proper guest management;

· Answers a multi-line telephone;

· Maintains the inventory of office and kitchen supplies;

· Assist with set-up and clean-up of firm meetings;

· Assists in preparation and onboarding of new employees;

· Assists with overseeing suite maintenance and managing relationships with appropriate vendors to facilitate that;

· Maintain relationship with property management company;

· Oversee proper COI records for building management;

· Manage and oversee furniture ordering, assembly, delivery, and removal;

· Maintain relationship with all vendors. Evaluates vendors relationships for both cost and service;

· Reviews, negotiates and monitors service contracts and major purchases;

· Perform quarterly health checks of IT system with appropriate IT vendors;

· Meet and manage weekly visit from IT engineers;

· Oversee ticket resolution with IT company;

·Plans and executes wellness initiatives that promote a positive working environment/culture;

· Assists in reconciling foreign associate costs to our billing software, updating appropriately based on payment status;

·Reconciles FedEx invoices and USPTO fees/AmEx charges to billing software, follows up with support staff and attorneys as needed to ensure all charges our billed to clients

·Tracks dues and memberships;

· Tracks costs paid on behalf of clients that we are not able to seek reimbursement;

· Assists attorneys and staff in submitting credit card expense documentation and expense reimbursement requests. Reconciles attorney credit card charges to documentation;

· Other duties as assigned.

Education Requirements

· High School Diploma required, some college required

Experience and Skills Requirements

· Minimum of 2 years of office experience;

·Proficiency in the Microsoft Office suite; and

· Ability to multi-task efficiently.

Job Type: Part-time

Pay: $20.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• Do you prefer a part-time or full-time position?

Experience:

• Office: 1 year (Preferred)

Work Location: In person