Job Description

General Summary:

Under general supervision by the Office Services Manager, the Office Services Specialist / Catering position is responsible for performing a variety of operational duties throughout the Firm according to established policies and procedures. Ability to work in a cooperative positive manner with all coworkers, clients, attorneys, and non-attorney staff and observe confidentiality in all matters relating to Thompson Coe. Professional demeanor and regular predictable attendance at the appointed time is expected. Works closely with and coordinates work efforts with the Records Clerks, Receptionist, Office Services, Office Administrator, Office Services Manager and Attorneys and Staff as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactory.

Essential Duties and Responsibilities:

Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

• Assist in Office Services which includes deliveries, occasional mail run, printing, and scanning.
• Maintain conference center and meeting rooms for immediate use and providing set-ups as needed.
• Assist with maintaining flex offices for use, clean up, and set up.
• Interact congenially with clients, attorneys, paralegals, secretaries, all other staff, and other representatives in and outside of the Firm.
• Ability to handle pressure, extended hours as needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fast-paced, high-tech environment.
• Maintain the Café (Kitchen) and Coffee Bars in presentable condition and stocking sufficient inventory of supplies.
• Provide backup coverage for Reception on a daily basis (lunch, breaks, vacations, etc.).
• Monitor and maintain budget for office catering expenses.
• Assist when needed with inventory of supplies and refreshments and ordering of same.
• Assists with Firm catering events, social events, meetings, lunches, etc., this includes ordering food for meetings.
• Adhere to Firm policies and procedures as outlined in the Firm Handbooks.
• Maintain positive and respectful attitude.

Job Requirements:

• Ability to adhere to a schedule of 9:00am - 6:00pm Monday through Friday. Over-time will be required for after-hours events.
• Maintain a good attendance record. Punctual and prepared to perform duties upon arrival.
• 2+ years' experience in a receptionist/catering type role.
• Superb interpersonal skills, including a positive attitude, client-first mindset and ability to work in a collaborative, fast-paced environment.
• Excellent communication skills, including the ability to effectively communicate verbally and in writing with clients and personnel at all levels.
• High attention to detail and pride in accuracy of completed work.
• Must demonstrate a high level of trustworthiness, integrity and professional discretion.
• Ability to think independently and possess good judgement.
• Ability to recognize and resolve problems efficiently, independently or together in a team.
• Strong computer skills, including proficiency in Microsoft Outlook, Word, and Excel.
• Knowledge of Rendezvous booking software a plus (or a similar program).
• Valid authorization to work in the U.S.

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