Office Specialist

SUMMARY: The Office Specialist performs a variety of clerical and administrative duties requiring knowledge of operating policies and procedures to assure that the needs of our neutrals and clients are handled in a friendly, courteous, and professional manner.

DUTIES AND RESPONSIBILITIES:

· Hybrid role, with hours of 8:00 a.m. to 5:00 p.m., Monday to Friday

· Deliver client and neutral support.

· Manage day of logistics for mediations and arbitrations and communicate any relevant plans with team.

· General Zoom account assistance (neutrals/clients) and work with IT Team to manage tech issues.

· Perform day-to-day administrative tasks, such as answering phone calls, copying, printing, scanning, and notarizing documents.

· Operate/basic maintenance of office equipment, such as beverage machines, copiers, Zoom Rooms, televisions/laptops, and phone systems. Escalate needs for maintenance/repair to ADR Office Supervisor.

· Providing outstanding customer service; maintaining a polite, helpful, and professional manner.

· Identifying common problems and escalating them to management, along with possible suggestions for improvement; share customer feedback so that services can be improved.

· Respect client and neutral confidentiality at all times.

· Monitor, complete, and assign tasks accordingly in NetSuite.

· Manage court designations, and complete Court Reports and e-filing within required timeframe.

· Responsible for office cleanliness, organization, supply stocking and purchasing. Manage kitchen during lunch hour, ensuring portions and tidiness are maintained.

· Open, read, and distribute incoming mail or other materials and mail routine documents.

· Observe, receive, and obtain information for accurate scheduling

· Manage a large volume of emails, information, and booking requests

· Work regularly with clients and neutrals to schedule mediations to meet customers’ needs

· Use computers and software to schedule mediations efficiently and accurately

· Resolve client conflicts and complaints

· Performs other related duties as assigned by management

QUALIFICATIONS:

· Associate’s degree in business or related field

· 3 years office administrative and customer service experience; legal experience preferred

· Proficient and competent in technology systems, specific skills in Microsoft Office Suite, Slack, Zoom, Dropbox, NetSuite experience desirabl