Administrative Support

Operations Assistant

Friedman Williams

Operations Assistant New York NY

Job ID: 16113

The Operations Assistant will report to the Associate Director of Facilities & Facilities Manager on the following job functions:


Copy Center

• Digital print production experience.

• Complete multiple projects at one time.

• Operate production printers and copiers: configure settings, manage job queues and select output formats.

• Process and manipulate electronic files.

• Hyperlinks, add & delete bookmarks experience.

• Print hard copy paper documents from electronic files.

• Scan paper documents into electronic files.

• Create fully customizable tabs.

• Create labels to title various folders or redwelds.

• Create miniature versions of standard size books or documents.

• Number physical documents or electronic files.

• Produce job proofs for customer review and approval.

• Convert and batch print documents such as PDF, Word, and Excel files.

• Process files from a fiery command workstation.

• Monitor printed product to maintain quality standards.

• Complete binding requirements from hardcopy productions (i.e. Velo, Spiral, Wire, Acco and 3-ring).

• Perform daily quality checks on equipment, calibrate and maintain image quality.

• Participate in cross-training and perform other duties as needed.

Mail Room

• Process, sort and deliver all incoming and outgoing mail according to Firm’s procedures, goals, and deadlines.

• Accept, calculate and apply postage for domestic, international, and special mail services.

• Process all incoming and outgoing FedEx, DHL, and UPS shipments using Pitney Bowes Send Suite Live application. Track shipments as necessary.

• Online ordering of mail service and office supplies via a third-party provider.

• Work in coordination with department staff on all incoming and outgoing messenger requests.

• Deliver supplies, large parcels, publications, etc. to office.


• Clean Pantries and Lunch Room each morning and throughout the day to ensure they are stocked with supplies (coffee, tea, paper and plastic goods, etc.)

• Check Conference Rooms each morning and throughout the day and prepare them for daily activity.

• Perform hourly walk-through of all bathrooms to check for cleaning needs.

• Perform daily and periodic walk-through of the entire office space to check for cleaning needs.

• Complete recycle pickups daily.

• Complete all beverage and food set-ups for meetings and clean-ups afterwards.

• Respond to emergency calls throughout the day as needed.

• Responsible for moves and builds of office furniture as required.


• The candidate should have a minimum of 5 years of work history in support services/reprographics/digital print production.

• Knowledge of Canon multifunctional devices, Copitrak chargeback system, and various types of binding equipment required.

• Knowledge of Pitney Bowes Mailing Systems and basic website use including FedEx, Messenger, as well as other Couriers.

• Knowledge of relativity media, printing from FTP/drop box, or zip and pdf files from Nuance, preferred.

• Advanced troubleshooting and problem-solving skills.

• Ability to maintain the highest levels of customer care while demonstrating a friendly and cooperative attitude.

• Ability to communicate effectively with other employees of the organization.

• Additional duties and responsibilities may be added at the discretion of the Facilities Manager.

• Some knowledge of hanging art and light handyman work, etc.

Tagged as: Operations Assistant