Baker McKenzie

The Operations Assistant will perform as a typical "back office" support for internal clients, providing the necessary day-to-day support in the administrative/operations office functions, with the main purpose to offload the burdensome type of work, generally time-consuming, that does not seem to add value to the service provided to our clients.

Main responsibilities:

• Scan documents in large volumes, ensuring that each digital file is a faithful replica of the original; apply quality criteria, use the appropriate nomenclature, and store the files in specific locations to facilitate future reference
• Produce photocopies of documents, mainly in large volumes, pay attention to detail, maintain high-quality standards, and guarantee the confidentiality of the information handled
• Support in the preparation of documents by binding or glueing, especially those that will be presented to clients. This process requires precision, aesthetics, and care to ensure a professional presentation
• Manage the physical and digital archiving of documents and files; attend to file requests, collect documents on loan, and maintain an efficient and orderly service; know the general filing system and apply security measures to protect information
• Ensure that the area used for the safekeeping of files has the necessary security measures to safeguard the content of the files. In case of any failure or damage, report it to the Office Manager
• To be responsible for the preparation of waybills for courier shipments (DHL, FedEx, etc.), as well as the detailed record of packages sent and received; keep updated logs and ensure correct delivery to recipients
• Record all courier, mail, and packages received in the office, whether by DHL, FedEx, or any courier, keep logs of receipt and delivery to the addressee
• To be responsible for the reception of stationery supplies, storage and distribution in the corresponding areas, ensuring availability and order
• In charge of the reception of cafeteria supplies, storage and distribution in the corresponding areas, assuring availability and order
• Act as liaison with maintenance and general service providers (pest-control, HVAC systems, fire extinguishers); coordinate attention to specific areas and report any equipment malfunction or additional maintenance service needed

Skills and experience:

• High drive, organization, follow-through and communication: Able to carry out multiple tasks at the same time in an orderly and organized manner, knowing how to prioritize the projects under your responsibility, keeping a continuous follow-up of the progress and achievements obtained, communicating in a timely and clear manner with the different reporting lines
• Supremacy and taste for excellence in customer service: Must have a passion for helping others, be an excellent communicator, responsive, and a team player
• Operational: A person who is attracted to constant operational activity, likes to work as part of a team to assist in achieving objectives, and is particularly involved in the details of rendered services
• Discipline, honesty and transparency: Naturally adheres to rules; Is careful to maintain order in the service areas in his charge and is clear in communicating any contingencies in his work
• Technology: General computer skills (Microsoft Office: Word, Excel, etc.)
• Office Equipment: Can operate general office equipment, e.g., multifunctional machines for printing, photocopying, scanning, and document binder

Reports to: Director of Operations

Direct reports: Office Manager

Position type: Regional

Development framework: Business Support

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.