Office Services Specialist

Chartwell Law•Philadelphia, PA

21d

About The Position

The Office Services Specialist plays a key role in supporting attorneys, paralegals, and administrative staff while working ticket requests timely through a ticket queue request system. Duties may include but are not limited to tasks related to incoming and outgoing mail, records maintenance, document production and support, postage equipment usage and other office services related functions. This role ensures accurate distribution, tracking, and processing of physical and digital correspondence while maintaining proper document management standards within the firm’s case management and records systems, including NetDocuments, in accordance with firm records policies. Primary Job Duties: Following firm established SOPS, deadlines and service requirements utilizing proper protocol and firm technology applications, the Office Services Specialist will process work as assigned for the following key functions: Centralized outgoing and incoming mail & fax processing Records Tasks: Document Scanning & Digital Records Management, Physical Records Management, Case and Records Support Document Production: Large volume copy/scan, document production services Fed Ex Assistance: Service/Weather related announcements, Research delivery issues Other Office Services Functions as assigned General Administrative and Operational Support Sample tasks involve: Process ticket requests via Zoho ticketing system Scan incoming mail for electronic filing and records management Upload, index, and profile documents into NetDocuments Ensure documents are correctly linked to client matters, workspaces, and folders Maintain consistent naming conventions and filing structures Support case teams for various mail and document requests Maintain mailroom equipment and supplies Assist with special projects such as file audits, trial binders, records cleanup, document digitization initiatives, and records retention projects Maintain accurate logs of shipments, deliveries, and scanned documents

Requirements

High school diploma or equivalent
1–3 years of experience in a mailroom, records, or file clerk role (law firm or professional services environment preferred)
Ability to lift packages up to 30 pounds. Ability to stand, walk, and move between departments for mail distribution
Ability to operate scanners, copiers, and mailing equipment. Basic scanning, copying, and document processing skills
Strong organizational and document management skills
Attention to detail when indexing and profiling documents
Ability to manage high volumes of mail and documents efficiently

Nice To Haves

Familiarity with legal case files and records procedures preferred
Experience with document management systems such as NetDocuments preferred
Experience with ticket queue applications preferred

Responsibilities

Centralized outgoing and incoming mail & fax processing
Records Tasks: Document Scanning & Digital Records Management, Physical Records Management, Case and Records Support
Document Production: Large volume copy/scan, document production services
Fed Ex Assistance: Service/Weather related announcements, Research delivery issues
Process ticket requests via Zoho ticketing system
Scan incoming mail for electronic filing and records management
Upload, index, and profile documents into NetDocuments
Ensure documents are correctly linked to client matters, workspaces, and folders
Maintain consistent naming conventions and filing structures
Support case teams for various mail and document requests
Maintain mailroom equipment and supplies
Assist with special projects such as file audits, trial binders, records cleanup, document digitization initiatives, and records retention projects
Maintain accurate logs of shipments, deliveries, and scanned documents