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General Services Assistant

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Job ID: 4616

Updated: 

Location: San Francisco, CA, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

Under direct supervision, the Office Services Assistant supports the delivery of quality service to clients and firm personnel by sorting and distributing incoming mail; picking up and distributing internal mail; processing outgoing mail, courier packages, and the inter-office pouch; assisting with office moves and set-ups and works collaboratively and cooperatively with others in a team-oriented environment.

 

Regular and predictable attendance is an essential function of the job. Occasional overtime may be required and as such, there may be occasional requirements to adjust work hours by coming in early or, staying late in order to provide coverage. Based on business needs, your work schedule could be subject to change.

 

AILROOM

  • Receives, sorts, and delivers incoming mail and packages; processes outgoing mail, applying the correct amount of postage, all in a timely manner
  • Delivers incoming courier envelopes and packages; processes outgoing courier envelopes and packages; arranges for courier services as needed
  • Assists firm personnel with mailing needs, such as certified mail
  • Prepares and processes incoming and outgoing inter-office pouches
  • Monitors postage meter and alerts manager when replenishment or repairs are need
  • Ensures that billable matter numbers are tracked for courier packages and for U.S. mailings that exceed the designated limit
  • Miscellaneous mailroom responsibilities such as updates to the mail delivery cart folders to reflect any changes in office personnel and handling mail addressed to former partners and employees as instructed.

HOSPITALITY & FACILITIES

  • Conference room set-ups and support, hoteling, events management and hospitality - including moving tables and chairs into various configurations within the room, cleaning workstations, white boards and conference rooms for meeting room events
  • Handles light office moves (new hires/terminations, inter-departmental moves)
  • Assists in moving boxes/packages to and from offices as needed

OTHER FUNCTIONS

  • Acts as a back-up to other Office Services staff and Digital Services department as needed
  • Sends, receives, and distributes fax transmissions in a timely manner; monitors equipment and supplies
  • Performs other related duties as assigned such as the office shredding program
  • Provides pro-active and responsive customer service in compliance with the Office Services Department Service Standards and Operating Procedures
  • Maintains the highest levels of customer care while demonstrating a friendly and cooperative attitude
  • Works cooperatively with other Office Services Department staff and firm personnel
  • (This list is not exhaustive and may be supplemented and changed as necessary.)

Qualifications & Requirements

 

EDUCATION, WORK EXPERIENCE, SKILLS

  • High School DIploma required
  • At least five years of prior office services experience required, prior experience in the legal mailroom environment preferred
  • Excellent written and oral communication skills sufficient to provide routine information, answer inquiries, and refer calls
  • Provide premiere service to clients with a “can do” attitude
  • The employee is frequently required to stand, walk, and push a mail cart, as well as to lift and carry objects such as packages and boxes weighing up to 25 pounds
  • Ability to learn proprietary systems, possess effective communication skills and the ability to follow instructions< >Strong knowledge of Microsoft Outlook required
  • Proficiency in Microsoft Word, Excel, PowerPoint preferred

TOOLS & EQUIPMENT

  • Proficiency in using a postage machine, fax machine, and copying and binding equipment preferred

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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