Epiq Global Business Transformation Solutions, LLC
Sr. Office Services Associate (Administrative)
It's fun to work at a company where people truly believe in what they are doing!
Job Description:
EPIQ is seeking candidates for the position of Sr. Office Services Specialist – Law Firm
Responsibilities and Essential Functions
Provide maintenance of data, records, and files necessary to provide servicing to the assigned client team or department. This position will perform duties as a specialist relating to the implementation, and management of all aspects of document control and records management throughout the information life-cycle for physical or electronic records.
RESPONSIBILITIES
Records Services
· Responsible for the day-to-day operations of the Records Room.
· With other records and information staff in overseeing effective maintenance of records management systems including Interwoven File creation, RFID file tagging and programming, file retrieval, and re-shelving.
· Database management and maintenance to ensure records are accurately documented and stored.
· To identify potential problems or to recommend better processes or methods to accomplish work in the specified timelines provided by the client.
· Assure adherence to corporate policies and strategies using the current records management systems.
· Compliance with business protocol,regulatory and best records management practices requirements.
· Ongoing communications with all departments regarding maintenance,creation,revising,reviewing,retrieval and archiving of records.
· Generate record management reports.
· Orientating and training others on the appropriate records management processes and procedures as required by the client.
· Photocopying, faxing, scanning, and other duties as assigned.
Hospitality Services
· Follow established guidelines and procedures for receiving, documenting, organizing and distributing client kitchen supplies.
· Ensure customers request to set-up meeting rooms in a timely matter in accordance to EPIQ's standards and instructions given by the client.
· Exhibit ability to take verbal instructions while taking notes to properly respond and handle client service requests.
· Exhibit excellence in customer service and the ability to serve others.
· Provide immediate attention and acknowledgment to customers entering kitchen area in accordance with EPIQ's standard of operation.
· Perform walk through of various floors to inspect and ensure that all rooms are clean, stocked with supplies and ready for the next meeting.
· Cleaning, dusting and other incidental tasks as assigned.
· Excellent customer service skills, good communication skills, ability to multi- task, do not mind cleaning up after others.
· Monitor and listen to customers to understand inquiries and requests in order to provide accurate and prompt assistance with meeting room set-up and clean up.
Reception
· Work closely with the client's staff to ensure seamless day-to-day operations as the first line of contact with the client's visitors
· Answer incoming telephone calls and direct call traffic to the proper person
· Take accurate and complete messages for those employees who may be unavailable
· Greet and announce visitors in a friendly and business-like manner
· Maintain neatness and organization of reception desk and front closet areas with various administrative duties as outlined by the Site Manager
· Provide excellent client service as the liaison between the Firm/Organization and their building management
· Assist with office moves, maintenance of carpet log, hanging of pictures, light bulb outages, furniture rehabilitation, etc
· Coordinate office furniture and equipment moves with other operating departments of the firm, such as IT, Telecom, Maintenance, and Janitor
· Responsible for communicating facility issues with client and assisting where needed
Copy/Print/Mail Services
· Perform basic mathematical calculations using a calculator/computer to accurately figure production time and labor time associated with any copy, print, scan or production requests
· Follow established guidelines and procedures for receiving, documenting, organizing and mailing out client packages (i.e. parcel deliveries, messenger services, etc.)
· Ensure accurate tracking, monitoring and recording of all charges, overtime, logs and entries throughout his/her shift
· Answering telephone inquiries, loading/unloading parcels, delivering of parcels, copying, and faxing and guest requests
· Due to the cyclical nature of the industry team members may be required to work varying schedules to reflect the business needs of the firm
Required Characteristics and Credentials
· Speaking, reading and hearing
· Visual acuity
· Fine and/or gross motor skills
· Ability to stand for long periods of time,
· Ability to lift or move 50 lbs. Walking, bending, reading, kneeling, standing, sitting
· Comprehensive knowledge of the English language in order to communicate with guests and employees verbally and in written communication
· Minimum 6 months customer service, hospitality, or housekeeping experience
· Computer experience preferred
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
It is Epiq's policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual's race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq's policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.