Operations Assistant

Location: Akin Capitol Hill Office (700 Pennsylvania Ave SE Washington DC)
Schedule: 9:00 AM to 5:30 PM
FLSA: Non-Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States Europe Asia and the Middle East. We are currently seeking an Operations Assistant to support Akins Capitol Hill office. Reporting to the Conference and Guest Services Manager.

The role will reside in Akins Capitol Hill office andsupport the day-to-day operations of the office and helps ensure a welcoming professional and well-maintained environment for clients visitors and firm personnel. Serving as a key on-site resource the Operations Assistant provides reception and guest services support while taking ownership of the overall readiness organization and upkeep of shared office spaces. The role also supports conference services office supplies and inventory basic audio-visual needs vendor and building coordination and other operational functions as needed.

The Operations Assistant is expected to perform all responsibilities with a commitment to providing superior service to the firms attorneys advisors and clients and maintaining an atmosphere of teamwork and continuous improvement. Above all the Operations Assistant must fulfill the needs of the firm in a manner which is consistent with the firms Core Values.

Key responsibilities of this position include:

• Serve as a primary point of contact for the Capitol Hill office providing daily reception coverage and creating a welcoming professional experience for clients visitors and firm personnel. Greet and announce guests answer and screen incoming calls and accurately take and relay messages.
• Take ownership of the day-to-day appearance organization and readiness of the office ensuring reception areas conference rooms visiting offices kitchens pantries and other shared spaces are clean organized fully stocked and prepared for use.
• Open and prepare the office for daily operations including preparing coffee and beverage stations restocking supplies organizing shared spaces performing light cleaning and addressing other needs to ensure the office is ready for the start of the business day.
• Perform routine upkeep of kitchen pantry conference and food service areas including loading and unloading dishwashers handwashing items as needed and cleaning refrigerators sinks microwaves countertops cabinets and other shared surfaces.
• Prepare and maintain visiting offices and conference rooms ensuring spaces are properly set up clean stocked and ready for arriving guests and firm personnel.
• Provide audio-visual and basic technology support for meetings and visitors as needed including assisting with video conferences and troubleshooting routine issues to help ensure meetings run smoothly.
• Monitor office pantry catering cleaning and other operational supplies; place orders as needed and maintain organized inventory levels to prevent both overstocking and shortages. Ensure purchases are made in accordance with firm guidelines.
• Monitor catering pantry coffee bar café and related equipment to ensure proper operation and readiness. Identify and report equipment issues and coordinate service or maintenance as appropriate.
• Coordinate routine maintenance of office furnishings equipment and spaces including submitting and tracking work requests and working with service vendors and building management to resolve issues.
• Distribute and track visitor keys and access cards in accordance with firm procedures and promptly communicate security concerns to the appropriate manager and Building Management.
• Provide backup support to the Events Coordinator including assisting with conference room and visitor office reservations and other meeting and event-related needs.
• Support catering and food service needs as required including picking up last-minute orders from local caterers and restaurants.
• Maintain accurate and complete departmental forms logs inventory records and other operational documentation.
• Review completed work for accuracy completeness and adherence to instructions and established procedures.
• Provide additional operational support and accept overflow assignments from the Conference and Guest Services Manager as needed.

Qualifications (Experience Knowledge Skills & Abilities):

• High school diploma or equivalent
• Minimum of 1 year working in a similar role with conference services catering and/or office services experience preferred
• One or more years of experience working on Capitol Hill or in a similar professional government public affairs legal or client-service environment that provides familiarity with congressional and government affairs settings is preferred.
• Knowledge of U.S. Postal and courier services/ deadlines rules and regulations and the ability to explain same to firm personnel
• Knowledge of facsimile machine operations including machine maintenance
• Extensive knowledge of and ability to operate and maintain copy machines
• Ability to input data into computerized systems
• Excellent oral and written communication skills
• Ability to read comprehend and follow instructions
• Ability to think critically and be solution oriented
• Working knowledge of Microsoft Office applications; including Word Excel and Outlook
• Working knowledge of Adobe document applications including working with PDF files and attachments
• Working knowledge of firms e-mail and document management systems
• Familiarity with domestic and international calling codes
• Ability to work independently take initiative set priorities and see projects through to completion
• Ability to meet deadlines and respond to changing priorities
• Ability to handle many tasks simultaneously
• Ability to perform clerical tasks with a high degree of accuracy
• Ability to work with a wide range of people in a fast-paced team setting
• Ability to establish effective working relationships within the department office and firm
• Ability to establish effective working relationships with vendors and others outside the firm
• Ability to perform mathematical functions - add subtract multiply divide percentages
• Excellent record-keeping skills
• Legible handwriting.
• Strong service orientation.
• Commitment to professional growth.

The anticipated base salary range for this position in Washington DC is $55000 to $60000. The actual salary offered will be based on several factors including but not limited to relevant education qualifications years of relevant experience certifications or other professional licenses held job-related knowledge and skills business needs and the location from which the work will be performed. Additionally salary or hourly wages may be only part of the total compensation package which may also include a full range of health and other insurance benefits financial and/or other benefits (including 401(k) eligibility) a discretionary bonus and various paid time off benefits. Additional information about benefits and rewards can be found here.

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility

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