Office Services Clerk/Backup Receptionist (Temporary Position)

Summary

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm's work is distinguished by a unique combination of precision and vision.

Based in Houston, the primary role of the Office Services Clerk is to perform copy and mail room duties, be responsible for the office and premise maintenance, cleaning, office moves and related facilities services. Additionally, this role will back up the receptionist and assist with set ups for meetings and special events.

This role reports to the Director of Administration.

Responsibilities include

• Copying, binding, and cutting documents.
• Batch printing emails and their attachments.
• Managing high-volume blowbacks.
• Inputting costs into electronic billing log (Excel spreadsheet).
• Electronic Bates stamping, creating binders, and scanning documents.
• Opening, sorting, and delivering mail.
• Accurately recording usage, logging deliveries, booking conference rooms and handling clerical overflow projects.
• Ensuring office premises are kept in pristine condition and monitoring daily.
• Performing daily inspection tours of entire premises and equipment.
• Keeping and maintaining accurate log of inspections noting service issues, time of calls to service providers to remedy service failures/issues and final resolution.
• Monitoring equipment to ensure operational functionality.
• Assisting with implementation and maintenance of preventative or corrective maintenance programs for office premises.
• Ensuring all conference rooms are clean and organized.
• Setting up tables and chairs in multi-purpose room as required for meeting requests.
• Set up and maintain catering for client meetings, internal conferences, and special events.
• Ensuring timely delivery and presentation of food and beverages in conference rooms.
• Maintaining high standards of cleanliness in all conference rooms.
• Monitoring stock levels of catering supplies and refreshments.
• Assist with ordering and restocking items as needed.
• Ensuring all catering setups reflect the firm's professional image.
• Providing courteous and discreet service to clients and guests.
• Collaborating closely with Office Services, Reception, and Facilities teams to support firm-wide events.
• Assisting with special projects and seasonal events as required.
• Providing back-up support for receptionist duties.

Qualifications

• Must be highly organized and capable of producing error-free work product efficiently and effectively.
• Must demonstrate excellent customer service and communication skills, including the ability to exhibit excellent grammar, punctuation, and spelling skills.
• Must exhibit a high level of diplomacy, professionalism and courtesy when working with internal and external clients.
• Must demonstrate strong communication skills and ability to compose clear emails to Attorneys and other members of the Firm.
• Must be able to stand for extended periods while performing duties and lift a maximum of 50 lbs.
• Must be dependable, reliable, and effectively manage time in a fast-paced environment.
• Ability to work a flexible schedule to deal with emergencies, special events, evenings, early morning, and weekends.
• Should be able to utilize excellent judgment and promote collaboration.
• Must be able to work in a team environment.

Experience

• High School diploma or equivalent.
• Ideal candidate will also have experience in a law firm or other comparable organization.

Compensation & Benefits

• The annual compensation range for this position is $25-28/hr. The salary offered within this range will depend upon qualifications and other operational considerations.
• Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.
• For technical difficulties with our online application, please contact us at. Our recruiting support team will respond as soon as possible.
• Please note, this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.