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.
For consideration, please submit your resume and salary requirements via email to Rebecca Reyes, Executive Director.