Office Services Specialist
About The Position
We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success. This position is based in our Newport Beach office. General Description: We are seeking a Office Services Specialist to join our team. This is an exciting opportunity to work in a dynamic and fast-paced environment and contribute to the growth and success of our Firm. The Office Services Specialist is responsible for maintaining updated and safe clients’ files and legal documents, as well as developing an effective document storage, filing system, and digitizing documents. Also, sometimes this position will be responsible for follow-up legal procedures.
Requirements
- Ability to solve problems and communicate with all levels of personnel and work effectively as a team player.
- Excellent planning, organizational and time management skills.
- Familiarity with office equipment: telephone system, photocopier, crimping machine, scanner, printer, etc.
- Keep confidentiality of the clients, matters, documents and general information of the Firm and employees.
- Proactive, punctual, organized and responsible.
- Knowledge of or ability to learn Microsoft Office Suite, or Microsoft 365.
- Bachelor’s degree in law or Architomy.
Nice To Haves
- Minimum 3 years in similar position.
- Previous experience in a legal environment will be a plus.
- Intermediate or advanced English level.
- Prior experience as an Office services specialist, File Clerk, File Manager or related in Law Firms preferred.
Responsibilities
- Files computerized indexes and maintain records in Firms’ records management system.
- Maintains records systems and procedures to facilitate the orderly operation, retention, and disposition of records, such as corporate books, public deeds, stock certificates, contracts, letters and others.
- Coordinate various data clean-up tasks, including standardizing records classifications as well as periodic review of client entry and exit.
- Create and administration of physical and electronic identification files (KYC) of all the clients which must have the information and documentation required by the applicable regulation to avoid the imposition of fines and sanctions.
- Generate reports.
- Manages sensitive and/or confidential documents.
- Expect to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the Firm during business hours unless otherwise approved or required by applicable law.
- Perform and follow up legal procedures before government agencies, notary offices and others.
- Monitoring and control of inactive files in storage.
- Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
- Special projects and duties as assigned.
Benefits
- comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners
- life and AD&D insurance
- short and long term disability insurance
- tax-advantaged accounts for health care expenses, including FSAs and HSAs
- FSAs for dependent care
- health advocacy services
- behavioral health and counseling resources for all family members
- 401(k)
- profit sharing
- backup dependent care
- senior care planning support
- resources for individuals with development disabilities and their caregivers
- paid holidays and other paid time off, including paid leave for new parents
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
501-1,000 employees
