Office Services Clerk

The Office Services Clerk will be responsible for providing local onsite services in the areas of mail, photocopy, fax, facilities maintenance, office supply inventory, stocking and ordering, off-site deliveries, court filings, conference room set-ups, and assistance to hospitality, IT, records, and reception areas as needed. This position will report to the Manager of Support Services.

A career at Nixon Peabody is the opportunity to do work that matters. Its the chance to use your knowledge to shape whats ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

Weve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If youre someone whos looking toward the future, wed love to hear from you.

Location: Boston, MA

• All duties must be performed accurately and in a timely manner with attention to detail and a high level of customer service
• Incidental travel to meetings and educational seminars may be required.
• Maintains a regular and dependable attendance schedule within the firms Paid Time Off (PTO) policy.

Mail

• Sort, scan and distribute incoming mail to office personnel; use the postage meter to prepare outgoing regular, certified, and registered mail to meet U.S. Postal deadlines; travel to U.S. Post Office as necessary; distribute and pick up interoffice mail according to a preset schedule; prepare interoffice pouches and track delivery when required.
• Respond to routine inquiries regarding mail procedures, postal rates and service levels.
• Deliver packages received by overnight services or hand delivered by local messengers.
• Monitor appropriate level of postage in the meter to meet usage requirements of the office; arrange for additional postage and call for repairs when required.
• Arrange for courier service, overnight services and hand-delivered local messenger services.

· Maintain a neat and orderly mail and supply area; monitor inventory and arrange for reorder of low stocked items.

Photocopy

• Monitor copy machines; perform standard maintenance that includes replacing toner cartridges and loading of staples; and arrange for service as required.
• Monitor and maintain supply inventory for copiers.
• Pick-up and deliver copy jobs as necessary.
• Prepare copy, print and scan jobs in accordance with instructions provided. Conduct Quality Control on all requests before returning them to requestors.

Fax

• Send faxes as requested and return originals to sender. Utilizing the desktop faxing module, or fax machine, receive faxes and forward/distribute them via email to their intended recipient(s).

Facilities

• Assist with office moves; stock and prepare office and work stations for new personnel.
• Communicate with the property management, janitorial, clerical and engineering staff to schedule and facilitate installations and repairs on the premises.
• Maintain furniture inventory and tracking system.
• Regularly stock supply areas and printer stations.
• Monitor inventory of supplies and maintain adequate stock.
• Upon an employees arrival or departure from the firm, ensure that office or workstation is cleaned and stocked with office supplies and same is added or deleted from building directory as appropriate.