Office Services Specialist

Metasys Technologies/NVISH•Los Angeles, CA

1d•Onsite

About The Position

Provides comprehensive on-site office services support within a legal office environment. Supports hospitality and event setups, including food and beverage services, and coordinates incoming requests with onsite staff. Provides professional support to executive-level end users, including legal secretaries, project managers, paralegals, associates, and partners. Handles highly sensitive, confidential, and time-sensitive legal documents with the highest level of accuracy and quality. Performs office services, document production, mail, shipping/receiving, filing, scanning, facilities, and customer service functions. May perform reception, call center, bindery, quality control, final check, housekeeping, file services, meeting room support, and light building maintenance. May require periodic overtime, including nights, weekends, and off-hour emergency response.

Requirements

High school diploma or GED required.
1–2 years of related work experience required.
Minimum 2 years of legal industry experience highly desired.
Hospitality industry, law firm, office services, and customer service experience preferred.
Excellent customer service, interpersonal, verbal communication, and relationship-building skills.
Ability to provide an excellent customer experience to executive-level end users and legal professionals.
Some copy job experience preferred.
Working knowledge of copiers and related office equipment; repair experience preferred.
Ability to use a combination of hardware and software supporting cost recovery, document management, and advanced workflow.
Knowledge of shipping and receiving procedures.
Basic electronics knowledge preferred.
Strong troubleshooting and problem-solving skills.
Ability to work independently, flexibly, and effectively while completing multiple projects.
Ability to determine appropriate shipping methods and packing materials and verify incoming packing slips for accuracy.
Ability to understand and follow mail delivery instructions.
Ability to read and comprehend technical information, manuals, parts books, and related publications.
Strong organizational skills and attention to detail.
Ability to handle confidential and time-sensitive information professionally.

Nice To Haves

Minimum 2 years of legal industry experience highly desired.
Hospitality industry, law firm, office services, and customer service experience preferred.
Repair experience preferred.
Basic electronics knowledge preferred.

Responsibilities

Operate high-volume copy machines and perform copying, printing, binding, finishing, and related document production tasks.
Perform daily inspections of convenience copiers to ensure proper operation and quality.
Clear paper jams, identify equipment issues, troubleshoot problems, and coordinate service calls with technicians as required.
Perform copier maintenance and repair services on customer-site equipment when required.
Use copier equipment, calculators, fax machines, postage meters, PCs, and related office technology.
Use shrink-wrap machines, paper cutters, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, and other finishing equipment.
Handle printing, copying, scanning, file conversion, file naming, and electronic document preparation.
Perform FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
Manage TOC (Table of Contents) requirements, including the first page of electronic files.
Perform OCR (Optical Character Recognition) activities to support keyword searching.
Format files for printing, including Excel files and other electronic documents.
Handle incoming and outgoing mail, faxes, overnight packages, and regular mail.
Sort, distribute, and deliver mail, fax transmissions, office supplies, and completed work to designated personnel or locations.
Perform shipping and receiving activities, including selecting appropriate packing materials and verifying packing slips.
Maintain records for management reports, supply inventories, daily meter logs, service logs, and billing logs.
Calculate charges for completed jobs and maintain required billing documentation.
Respond to and coordinate customer service calls and requests.
Answer customer questions regarding job status, feasibility, and completion timelines.
Deliver completed jobs to predetermined customer locations within and outside the assigned site.
Maintain copier areas by keeping them clean, organized, and properly stocked.
Perform filing duties, including document purging and archiving of older files.
May perform file services, scanning, document management, and other customer-specific requests.
Assist with coordinating projects completed through off-site service providers.
Support meeting room and conference room setups.
Assist with hospitality and event setups, including food and beverage arrangements.
Coordinate incoming hospitality and office service requests with onsite staff.
May perform building occupant moves within assigned facilities.
May perform re-lamping, light maintenance, and other building support functions.
May perform occasional cleaning and housekeeping duties as needed.
Provide professional customer service and support while working under tight deadlines and potentially high-pressure conditions.
Maintain the highest quality and accuracy standards due to the sensitive nature of legal documents and projects.
Perform other duties as assigned.