Legal Office Support

Metasys Technologies•Saint Louis Park, MN

3d•Onsite

About The Position

Leads day-to-day operations of a one-person site within a small-to-medium size legal office. Provides onsite operational support across mail, shipping and receiving, print/scan, reception, hospitality, document services, and general office operations. Serves as the primary onsite contact for customer issues and contract compliance while independently managing service levels, quality, productivity, deadlines, financial results, and customer expectations. Works closely with customers, vendors, facility management, occupants, and internal departments.

Requirements

High school diploma or GED.
2+ years of experience in a related field; experience in a legal office environment preferred.
Experience supporting day-to-day operations in a professional office, including mail, shipping/receiving, print/scan, reception, and hospitality.
Experience delivering classroom and/or informal training sessions.
Experience operating advanced machines and completing complex jobs.
Strong organizational and goal-setting skills with the ability to define and prioritize realistic objectives.
Strong customer service, communication, and interpersonal skills.
Ability to work independently with minimal supervisory oversight and manage multiple requests in a high-demand environment.
Good technical skills and ability to operate complex office machinery.
Familiarity with mail processing equipment, printers, copiers, scanners, A/V equipment, and standard office technology preferred.
Basic skills with calculators, keyboards, hand tools, and good eye/hand coordination.
Ability to interpret, comprehend, and apply complex materials, data, instructions, and procedures.
Ability to prepare, provide, and communicate varied information accurately.
Ability to stand and walk for extended periods and lift/carry up to 50 lbs.
Ability to remain current with technology and marketplace trends through relevant industry resources.
Professional office-casual attire appropriate for a conservative legal environment; no denim, spandex, exposed midriff, spaghetti straps without a covering, open-toed shoes, flip-flops, sandals, or slippers.
Driving to the Post Office is required as needed.
Candidates who receive an offer will be required to successfully complete a background check and drug test as a condition of employment.

Nice To Haves

Experience in a legal office environment preferred.
Familiarity with mail processing equipment, printers, copiers, scanners, A/V equipment, and standard office technology preferred.

Responsibilities

Lead daily site operations and maintain an acceptable, professional work environment.
Develop, implement, and review site procedures and ensure contractual obligations and Service Level Agreements are met and reported.
Serve as the onsite point of contact for customer issues, requests, and formal daily communication.
Perform document specialist and operational duties, including mail, shipping and receiving, printing, scanning, reception, hospitality, and office services.
Create and complete work orders, inspections, site reports, facility issue reports, and other required paperwork accurately and on time.
Monitor and report facility issues, including lighting, plumbing, equipment, and system malfunctions, and escalate issues when necessary.
Monitor contracted vendors and assist with tours, inspections, problem resolution, and vendor access.
Invoice accounts and assist with resolving pricing, orders, invoicing, and customer issues in coordination with Sales.
Manage site financial results, including P&L, profitability, declining balances, cost of goods, invoicing, and reconciliation.
Prepare month-end management reports when a Site Manager is unavailable.
Supervise shift operations to maintain profitability, quality, efficient workflow, audit compliance, and deadline compliance.
Schedule work effectively and track and post productivity, quality, and deadline results.
Maintain positive working relationships with client departments and internal teams.
Assist the AOM/ESM or NOM with staffing and performance management as needed.
Address employee performance and attendance issues using company policies and tools.
Ensure payroll accuracy by reviewing and correcting time clock punches.
Order site products, supplies, office supplies, and stationery using Oracle iProcurement.
Monitor inventory and maintain appropriate supply levels.
Coordinate conference rooms and manage A/V equipment resources.
Assist with small office moves, including moving smaller items, assessing seating and layout needs, and scheduling.
Provide training on workflows and machine operations when necessary.
Operate advanced office equipment and perform complex jobs using standard office tools and technology.
Maintain effective implementation and management of Service Excellence practices.
Develop and execute objectives using a developmental/90-day plan in collaboration with the supervisor.
Maintain current knowledge of technology and marketplace trends.
Drive to the Post Office as needed.
Perform other duties as assigned.