Administrative Office Assistant

Company and Work Environment

Becker & Poliakoff, P.A. is a diverse commercial law firm with international affiliates, operating across several U.S. states including Florida, New York, New Jersey, and Washington, DC. Recognized consecutively by U.S. News & World Report as one of the best law firms to work for from 2024 through 2026, the firm emphasizes employee well-being, professional growth, and maintaining a supportive, collaborative culture focused on continuous improvement.

The firm offers a thorough benefits package featuring employer-paid benefits, mental health coverage, and a 401(k) plan with matching contributions. Committees such as the Mental Health and Wellness Committee actively work to ensure employee safety and health are prioritized. Comprehensive onboarding training is provided to help employees master firm-specific advanced software and excel in their responsibilities.

Key Duties and Responsibilities

• Manage mailroom operations, including opening, sorting, and scanning incoming mail and packages, especially when the receptionist is unavailable.
• Prepare copying, scanning, and printing tasks as requested by staff.
• Handle daily outgoing US mail and interoffice FedEx shipments, ensuring timely delivery to designated locations.
• Coordinate intermediate-level IT support by managing assignments and returns of firm IT equipment.
• Order and maintain office inventory such as supplies and business cards, including yearly supply and furniture inventories, and keep IT equipment records updated.
• Arrange for maintenance services on copiers and printers, including toner replacement and daily paper restocking.
• Keep break rooms and coffee stations fully stocked and tidy on a daily basis.
• Assist in organizing and maintaining the file room and facilitate remote storage file handling.
• Provide occasional runs as necessary and upkeep supplies and cleanliness in visiting attorney offices.
• Gather certified return receipts and signatures relevant to litigation matters.
• Support office projects alongside the Office Manager and assist with seminar/workshop prep alongside CA/DA.
• Manage daily attendance emails, UKG reviews, office operation invoice processing, and vendor invoice entries.
• Offer concierge services including serving refreshments to clients and attorneys during meetings, placing and collecting food orders when reception is unattended, and managing set-up and cleanup of meeting spaces.
• Ensure meetings are supplied with necessary IT equipment and refreshments as requested.
• Assist Office Manager with coordinating office events, including staff luncheons, fundraisers, holiday parties, catering, rentals, and logistics.
• Perform other duties that may arise within the scope of the role.

Qualifications and Requirements

• Possess a high school diploma supplemented by some secretarial training.
• Minimum of three years' experience in administrative office environments.
• Proficient secretarial skills including keyboarding and effective use of personal computers with word processing and spreadsheet software.
• Strong organizational capabilities in managing files and workflow.
• Excellent verbal and written communication skills with a proficient command of English.
• High reliability, organizational skills, and ability to collaborate well with colleagues.
• Must have reliable transportation and a valid Florida driver's license.

Equal Employment Opportunity

Becker & Poliakoff is committed to workplace diversity and fosters an inclusive environment that respects individual differences including but not limited to race, color, religion, sex, sexual orientation, gender identity, genetic information, military service, age, ancestry, disability, education, experience, socioeconomic background, and personality. Employment decisions are based solely on individual qualifications and merit, ensuring compliance with lawful equal employment opportunity principles.