Facilities Clerk

Kennedys, a growing global law firm specializing in insurance law seeks a full-time Facilities Clerk to join our New Jersey office. Duties include support of office services needs and special projects as assigned to the Facilities Team. This position is full-time, in office, Monday through Friday from 9:00 AM to 5:00 PM.

Key Responsibilities

• Assist with photocopy and binding projects, scan and fax documents, and distribute incoming faxes.
• Perform shipping and receiving duties and run deliveries in the immediate area as needed.
• Fill printers and copiers throughout the office with paper each evening and check stock of supplies in satellite copy rooms. Check stock in the pantries and fill from supply closets.
• Daily mail handling: sort, scan and electronically distribute incoming mail each morning in most efficient manner possible.
• Collect outgoing mail from satellite copy rooms and post mail for pick up. Pick up and drop off mail at post office only when service is unavailable.
• Ensure smooth operations of office equipment (including printers, scanners, copiers, coffee machines, appliances, water coolers, ). Troubleshoot issues and contact appropriate vendor services for preventive maintenance and service.
• Provide backup coverage for Reception Desk.
• Oversee purchasing of supplies to ensure adequate inventory. Regularly evaluate pricing and work with vendors to secure the best price for the firm.
• Assist to maintain cleanliness of conference rooms and common areas, including with set up for meetings and conference calls.
• Act as a liaison with vendors for equipment service and repairs.
• Internal office set-ups and moves including furniture, personal items, supplies, files
• Liaise with building and township representatives on maintenance needs and inspection renewals
• Responsible for the set-up and operation of audio visual equipment for conference calls, firm meetings, presentations and webinars.

Required Experience

• Proficient in Microsoft Suite
• Ability to read and write at a level normally acquired through the completion of high school in order to maintain records and filing systems.
• Ability to sort and organize documents for copy jobs.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to operate, maintain and stock supplies for office equipment including copy, fax, and binding machines.
• Ability to operate, maintain and stock supplies for kitchen and commons areas.
• Strong Interpersonal skills necessary in order to communicate and follow the instruction effectively.
• Strong Interpersonal skills necessary in order to effectively communicate by e-mail and telephone.
• Motivated by high quality work product and service to employees at all levels.
• Ability to forecast needs, prioritize work, and to contribute to all team projects.
• Work occasionally requires a high level of mental effort, attention to detail and strain when performing a high volume of clerical tasks and performing other essential duties.
• Ability to retrieve and distribute files, mail, written documents or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
• Work may occasionally require more than 40 hours per week to perform the essential duties of the position.
• May occasionally require to move and/or lift 75-100 pounds, ex: furniture, shelving

The annualized salary range for this role is $53,000-$60,000. However, this is contingent upon level of experience, practice group, location and other job-related factors permitted by law.

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.