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Office Services Coordinator

Job ID: 4716

Updated: Aug 14, 2018

Location: Palo Alto, 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

Essential functions include those set forth below. Regular and predictable attendance is an essential function of the job. Occasional overtime and schedule adjustments will be required to come in early, stay late, or delay lunch breaks in order to provide coverage.

Reports to the Office Manager/Associate Director IT Services & Administration for the Palo Alto office. .

Provide digital services assistance; responsible for serving as a digital image and print expert, who will be responsible for providing a wide variety of digital documents processing services including printing, scanning, media duplicating and copy.  The coordinator will have a strong knowledge of scanning and imaging practices as well as experience in a networked production print environment.  Strong typing skills are required as are very strong overall computer skills including an extensive working knowledge of the Microsoft Office Suite (LAW, Word, Excel, PowerPoint, and Access), Adobe messaging applications and the Microsoft operating system.  Familiarity with Copitrak scanning platform as well as Canon and Xerox multi-functional devices is preferred.

Additional responsibilities include operating binding and finishing equipment including GBC spiral and wire binding, Velo binding, 3-hole drill and electronic cutter.  The Coordinator must be able to lift and move 50-pounds, unassisted. This individual is responsible for closing down the Office in the evenings after all scheduled and on-demand tasks have been completed.

Under direct supervision, supports the delivery of quality service to clients and firm personnel by performing general repairs and maintenance to the office premises, furniture and equipment; providing administrative support, assisting with office moves and the implementation of safety and security programs; providing back-up support to the Conference Center Department, and working collaboratively and cooperatively with others in a team-oriented environment.

Office Services

  • Office services requests: emails, phones, EMS, walk through, scheduled.
  • Mail: shipping & receiving
  • Order supplies
  • Create Check Requests and Blank Purchase Orders
  • Hospitality: conference room setups and support, event hospitality

Digital Services

  • Digital image
  • Print / Scan
  • Duplicating
  • Reprographics
  • LAW
  • File Processing, Conversion and Storage

Facilities

  • Assist with scheduling service for HVAC, carpet cleaning, security, equipment and other vendors.
  • Maintain documentation
  • Maintain Office Premises, Furniture, Artwork and Equipment
  • Inventory
  • Inspections
  • Office Arrivals / Departures
  • Office Moves
  • Office Safety and Security

Backup Coverage

  • Conference Center / Guest Services
    • Catering Services
      • Placing and coordinating catering orders and beverage/food setups for meetings
      • Prepare and setup food for meetings, lunches, events.
      • Attend to all needs of the guests during functions and function related duties
  • Hospitality: conference room setups and support, event hospitality
    • Set tables to specifications, push carts, and carry trays
    • Clean / maintain pantries / breakrooms
    • Monitor conference rooms to ensure cleanliness and see that supplies are stocked.
    • Monitor, re-order and stock pantry supplies.

Qualifications & Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

  • Experience: At least two years of prior office experience is required; at least one year of prior digital services, facilities and prior law firm experience necessary.
  • Knowledge, Skills and Abilities:
  • Strong customer service skills
  • Effective communication skills and the ability to follow instructions
  • Strong organizational skills, interpersonal skills, and attention to detail
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and polite
  • Proficiency in setting up audio-visual equipment
  • Proficiency in using a computer for data entry and e-mail
  • Ability to coordinate multiple assignments concurrently
  • Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to stand and walk, as well as to lift, carry or push objects such as boxes and equipment weighing up to 50 pounds. The employee is occasionally required to sit, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.
  • Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

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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