Office Services Associate

Job Overview:

SPS is seeking an experienced Office Services Associate to support daily operations at a professional client site in Washington, DC. This position provides print and copy production, scanning, mail and package handling, courier coordination, and general office support.

The ideal candidate has hands-on experience completing document production requests, managing competing deadlines, and handling confidential information. Strong attention to detail, clear communication, and dependable customer service are essential.

Key Responsibilities:

Print, Copy, and Scanning Services

• Complete printing, copying, and scanning requests using commercial multifunction equipment.
• Produce documents according to instructions, including color or black-and-white printing, single- or double-sided output, stapling, and hole punching.
• Review requests before starting work and clarify missing instructions, deadlines, and billing information.
• Acknowledge requests, communicate expected completion times, and organize the production queue.
• Coordinate urgent requests with the site lead and communicate workload concerns or delays promptly.
• Check completed work for accuracy, page order, image quality, and finishing before delivery.
• Record copier meter readings, job details, and client matter or cost center information for accurate cost allocation.
• Monitor equipment supplies, address routine operating issues, and report problems to the appropriate support team.

 Mail, Shipping, and Courier Services

• Collect, sort, and distribute incoming mail and packages.
• Maintain delivery logs with tracking numbers, delivery dates, carrier information, and recipients.
• Notify employees when mail or packages arrive and follow their delivery or holding instructions.
• Process outgoing USPS mail, including First-Class, Certified, and Registered Mail.
• Prepare authorized interoffice document shipments, shipping labels, and manifests.
• Coordinate courier requests, including rush deliveries, and confirm required recipient and billing details.
• Maintain shipment records and prepare outgoing items before carrier pickup deadlines.

Office and Facilities Support

• Keep office services work areas, supply cabinets, and storage spaces organized.
• Monitor supply levels and coordinate replenishment through approved channels.
• Submit building maintenance requests and follow up on outstanding service needs.
• Coordinate equipment service calls and vendor visits as directed.
• Support confidential document disposal procedures and maintain secure handling of sensitive materials.
• Assist with basic onsite checks or tasks under the direction of the client’s IT team.

Hospitality and Team Support

• Assist with meeting and lunch setup, breakdown, and cleanup as needed.
• Support pantry stocking, dishwasher operation, and routine coffee machine cleaning as assigned.
• Work with reception, hospitality, and other office support staff to meet daily service needs.
• Follow SPS policies, client procedures, security requirements, and site operating standards.

Required Qualifications

• 2-4 years of experience in legal print production, reprographics, or document services within a law firm or professional services environment.
• Hands-on experience operating commercial multifunction printers and copiers.
• Ability to complete document production jobs accurately, including jobs with multiple files or specific finishing instructions.
• Experience handling mail, packages, shipping records, and courier requests.
• Ability to manage several requests, meet deadlines, and communicate changes in completion times.
• Strong attention to detail and the ability to follow written and verbal instructions.
• Professional communication skills and a customer service approach.
• Working knowledge of Microsoft Outlook, Word, and Adobe Acrobat tools.
• Ability to handle confidential information with discretion.
• Reliable attendance and the ability to work onsite in Washington, DC.

Preferred Qualifications

• Experience supporting a law firm or another professional services office.
• Knowledge of production software, including batch print tools.
• Experience using production or multifunction equipment.
• Familiarity with client matter numbers, cost centers, and print or shipping charge allocation.
• Experience coordinating vendor service calls and building maintenance requests.

Physical Requirements

The role involves standing and walking throughout the office, bending and reaching for supplies, and moving paper, mail, and packages. Essential duties must be performed with or without reasonable accommodation.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

If you are selected to continue in our interview or offer process you will be informed of more information in regards to our company.

We appreciate your understanding and thank you for your time!

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At our company, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Full-Time Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
• Part-Time Benefit Offerings: 401k w/ matching, Entertainment Discounts, & Paid Time Off (if eligible).

JOB POSTING STATEMENT 

We do not send unsolicited checks to prospective applicants nor ask applicants to forward or return funds to us. Please be aware of possible scams if you receive an unsolicited outreach from our company or correspondences. Additionally, in accordance with certain state and local law, if a pay range is provided this amount is our company's reasonable estimate for this role. The actual amount may be higher or lower, based on non-discriminatory factors such as experience, knowledge, skills.

To view our privacy link please reach out to our team during an interview process.

Our company offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. Our team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. Our company uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by this company can be grounds for immediate termination from this company.