Legal Senior Onsite Service Specialist
About The Position
Provides hands-on support in a legal office environment. Work may include copying, production, scanning, faxing, mail and shipping, records support, direct floor support, hospitality assistance, conference room setup and scheduling, receptionist backup, and light facilities support. The role requires strong presentation, interpersonal etiquette, and customer service skills when working with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others. The position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager. The specialist supports legal workflows and office operations, including document production and handling, records processes, billing logs, deliveries, equipment support, and coordination of offsite projects and trials. The work can involve confidential, time-sensitive documents and tight deadlines. Periodic overtime on nights and weekends, including off-hour emergency response, may be required.
Requirements
- High school diploma or GED.
- 1–2 years of related work experience.
- Ability to provide excellent customer service using strong interpersonal and communication skills.
- Ability to work independently and flexibly to complete projects.
- Knowledge of shipping and receiving procedures.
- Ability to determine appropriate packing methods and materials and check packing slips for accuracy.
- Ability to understand mail delivery instructions.
- Troubleshooting and problem-solving skills.
- Ability to read and understand technical information, including manuals, parts books, and related publications.
- Excellent customer relations and verbal communication skills.
Nice To Haves
- At least 2 years of experience in the legal industry.
- Working knowledge of copiers and related equipment and repair.
- Ability to use a combination of hardware and software for cost recovery, document management, and advanced workflow support.
- Basic electronics knowledge.
- A valid, violation-free driver's license and minimum auto insurance coverage may be required under company policy.
Responsibilities
- Support legal matter workflows, including charging work, supplies, and hours to the firm or its clients.
- Use legal technologies and software, including document management and cost-recovery or charge-back systems.
- Support legal records management and handle legal documents and processes such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and court-system deliveries.
- Help schedule equipment, labor, and supplies for offsite trials.
- Provide professional support to legal assistants, firm administration, project managers, paralegals, associates, partners, and other end users.
- Produce jobs and projects accurately and within required deadlines.
- Operate copier equipment, high-volume copiers, fax services, postage meters, and personal computers; use related bindery and finishing equipment.
- Handle confidential and time-sensitive documents and produce accurate reproduction, scanning, and project work.
- Respond to customer inquiries and coordinate or estimate task completion time.
- Provide embedded support to designated floors or integrated practice groups and coordinate offsite projects.
- Maintain billing logs and help calculate charges for completed work; maintain work records for tracking, management reports, inventory, and supply ordering.
- Distribute incoming mail, packages, office supplies, and fax transmissions; deliver completed reproduction work to designated areas.
- Make deliveries and pickups between offices or other locations when required.
- Perform shipping and receiving duties, including checking incoming materials and packing slips.
- Perform filing, purging, and archiving tasks at customer request.
- Scan and convert files; name and encrypt files; perform FTP file transfers; manage tables of contents; perform OCR; and format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
- Check convenience copiers daily, respond to errors and paper jams, maintain meter and service logs, and stock and organize copier areas.
- Straighten, organize, and manage conference and meeting rooms.
- Assist facilities with box, office, and occupant moves and light maintenance; occasionally perform cleaning duties.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
