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Front Office and Project Services Specialist Senior Associate

Job Summary

Front Office and Project Services Specialist - Senior Associate

This position provides project support to the Firm s business units relative to the administration of reports, letters, presentations, proposals and other prospect and client deliverables. This position is also responsible for supporting local office operational areas such as front office, meeting services and mail services. This position requires extensive people, communication, project coordination, organizational and process skills; along with knowledge of the internal business practices and priorities to support multiple projects with a high level of focus on quality, accuracy and confidentiality in all work products. A high degree of technical competence in Microsoft Word, Excel, PowerPoint, and other applications is also required. This position reports to the Office Manager as a member of the Firm s Global Services Team.

POSITION FUNCTIONS:

Local Office Services

  • Provide assistance with front desk administration, workspace arrangements and guest services as needed.
  • Responsible for US mail, FedEx and courier services to include mail sorting, delivery, and pick-up of all incoming and outgoing mail and interoffice packages.
  • Assist with meeting planning services to include conference room scheduling, set up, catering, maintenance and supplies.
  • Maintain and manage supply inventory levels for all common areas.
  • Responsible for weekly cost center coding of local office charges made with the purchase card.
  • Responsible for local office access, safety program, facilities management and liaison with building management.
  • Assist with onboarding of new employees and departures of former employees including seating and equipment.
  • Liaison with IT department to help coordinate local office IT help.
  • Assist with event coordination and planning of local office events and activities.

Project Services

  • Prepare, edit, format, proofread and process reports in Microsoft Word using various styles with multiple page layouts, headers/footers, graphs/charts/tables; and utilizing firm determined procedures.
  • Coordinate workflow and support on reports and facilitate through completion.
  • Develop, edit and format letters, spreadsheets, proposals, project resumes and all other client deliverables from draft stage to client-ready work.
  • Prepare, edit and format PowerPoint presentations using advanced features and functions.
  • Create, edit and format. pdf files and forms using Adobe Acrobat Professional.
  • Coordinate the production of reports and documents, including scanning, photocopying, binding, assembly and delivery upon completion.
  • Use extensive knowledge of internal business practices and priorities to proactively respond to daily issues and requests.
  • Establish and encourage process improvement to provide effectiveness.
  • Provide assistance and help answer questions on processes, formatting and utilizing software, systems and work tools.
  • Maintain an efficient filing system for documents in accordance with firmwide records system.
  • Research and document information using various Internet search engines and sites.
  • Utilize tracking systems to ensure all time and materials are recorded, project work and type are tracked, and project instructions and client interactions are fully documented.
  • Support various special projects from start to finish using Microsoft software and other firm systems or web-based applications including working with others to ensure quality and timely completion and document management.


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