Office Services Specialist – Copy & Mail
About The Position
This role is for an Onsite Service Specialist in a legal environment, focusing on copy and mail services. The specialist will be responsible for understanding client matter workflows, handling legal documents, and delivering exceptional customer service. The position requires upholding high standards of professionalism, assisting with various office functions, and managing time-sensitive, confidential documents. The role involves operating and troubleshooting office equipment, managing mail and package distribution, performing reproduction tasks, and assisting with facilities-related duties. Occasional overtime and cleaning duties may be required.
Requirements
- High school diploma or GED
- Minimum of one year of relevant work experience
- Proficiency in basic computer skills, including MS Office Suite
- Strong communication skills
- Ability to thrive in a fast-paced, customer-centric environment
Nice To Haves
- Previous experience in copy jobs or related fields
- Basic knowledge of electronics and copier equipment repair
- Working knowledge of copier and related equipment
- Knowledge of shipping/receiving procedures
- Knowledge of basic electronics
Responsibilities
- Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
- Knowledge of legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
- As part of a legal services environment, it is essential that we uphold a high standard of professionalism and office etiquette.
- Assist with scheduling needed equipment, labor, and supplies for offsite trials.
- Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
- Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
- Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
- Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
- Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
- Handle time-sensitive documents that are confidential in nature.
- Maintain logs for billing and reporting.
- Distribute incoming mail and packages, office supplies, and fax transmissions.
- Deliver completed reproduction work to designated delivery areas.
- Perform scanning, file conversion, file naming, and encryption tasks.
- Perform batch printing using Adobe Acrobat Pro.
- Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
- Maintain service logs, stock and organize convenience copier areas, and manage firm conference, meeting rooms and visitor offices.
- Assist facilities with box moves, office moves, and light maintenance duties.
- Perform occasional cleaning duties and may require periodic overtime.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
