Office Operations Assistant

4 weeks ago

London, United Kingdom Vinson & Elkins LLP Full time

Business Professional and Paralegal Job Openings

Job Description - Office Operations Assistant - London (1532)

Job Description

Office Operations Assistant - London - ( 1532 )

Description

Position Overview

Provides timely and efficient distribution and processing of incoming and outgoing mail correspondence and packages to recipients. Processes reprographics production requests in a timely and efficient manner. Perform general office duties and miscellaneous tasks that support daily office operations.

Primary Duties and Responsibilities

  • Interacts with Office Services customers in-person, via telephone, and via email while exhibiting the highest level of customer care; communicates with customers regarding job requests, updates, or deadline issues.
  • Processes all incoming reprographic jobs efficiently and correctly following applicable procedures.
  • Performs high volume duplication, printing, finishing and other reprographics services for customers per their specifications.
  • Operates production printers and copiers, including setting adjustments, managing job queues and troubleshooting basic issues; places service calls for equipment repair if necessary.
  • Operates finishing equipment according to job ticket instructions.
  • Completes quality assurance checks and confirms document quality before, during and after each production job.
  • Ensures all incoming mail is processed and distributed to recipients efficiently.
  • Lifts bundles of mail, packages and shipments for sorting and distribution purposes.
  • Provides efficient processing of all incoming and outgoing faxes; follows procedures to run fax jobs in order, tracks faxes and completes jobs according to job ticket instructions.
  • Maintains office services equipment and utilizes supplies in a cost-efficient manner.
  • Follows appropriate procedures to maintain daily logs and reports for department record- keeping, client billing, and expense reporting.
  • Participates in cross-training for multiple departmental roles and duties.
  • Assists with inter-office moves of firm personnel and property, including physically moving items from one location to another as needed.
  • Assists with Facilities related tasks as assigned by the London Office Services Manager.

Secondary Duties and Responsibilities

  • Works with the Conference Services department to assist with meetings or events as needed.
  • Performs additional duties and responsibilities as assigned.
Qualifications

Education

High school diploma or equivalent.

Experience

One year experience in office work environment preferred.

Special Knowledge

Knowledge and experience in the use of mail/postal equipment and digital reprographics equipment. Familiar with general supply, fax, mail and reprographics procedures, including collating and binding.

Technical Skills

Experience with personal computers.

Attributes

Strong attention to detail and organizational skills. Excellent customer service, oral and written communication skills. Ability to work in a fast-paced, team environment. Self-motivated with a positive attitude. Ability to handle sensitive and/or confidential documents and information.

Qualifications

A score of at least 25 wpm with a 2% or less error rate on the firm’s clerical typing test and 70% or higher on the firm’s clerical spelling test is required.

Working Conditions

  • Occasional overtime, including weekends and after-hours support may be required.
  • Ability to lift 50 pounds and stand for long periods of time.
  • Job is subject to time pressures and constraints.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.

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