Office Operations Assistant (Part time)

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.