Office Services Specialist

Job Title: Legal Senior On-Site Service Specialist

Summary: Join our dynamic team as a Legal Senior On-Site Service Specialist, where you will play a pivotal role in transforming our clients' experience through top-notch operations support in a legal office environment. You will engage with cutting-edge technology in high-volume duplicating, production, sorting, and mailing tasks, ensuring seamless operations and client satisfaction. Whether it is performing maintenance, troubleshooting, or providing reception services, you will be the heart of our service delivery.

Roles and Responsibilities:

Legal Environment Responsibilities:

• Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
• Familiarity with legal technologies and software (e.g., document management systems, cost recovery, and charge back systems like Copitrak/Equitrac).
• Knowledge of legal records management processes and legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
• Knowledge of court systems and proper delivery of items and documents within the court system.
• Assist with scheduling needed equipment, labor, and supplies for offsite trials.

General Responsibilities:

• Operate high-volume 2D or 3D print and copy machines, ensuring top-notch quality and efficiency.
• Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
• Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Maintain meticulous records, manage inventory, and calculate charges for services rendered.
• 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.
• Provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Maintain logs for billing and assist in calculating charges for work performed.
• Distribute incoming mail and packages, office supplies, and fax transmissions.
• Deliver completed reproduction work to designated delivery areas, which may include travel between office locations.
• Perform shipping and receiving duties and filing duties such as purging and archiving old documents.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform FTP (File Transfer Protocol) for printing and manage Table of Contents for electronic files.
• Perform Optical Character Recognition (OCR) tasks and file formatting for printing in Microsoft Office Suite and Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
• Maintain daily meter and service logs, stock and organize convenience copier areas, and manage firm conference and meeting rooms.
• Assist facilities with box moves, office moves, occupant moves, and light maintenance duties.
• Perform occasional cleaning duties and may require periodic overtime on nights and weekends, including off-hour emergency responses.

Qualifications Must Have:

• High school diploma or GED, coupled with a minimum of one year of relevant work experience.
• Proficiency in basic computer skills, including MS Office Suite.
• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

Qualifications Nice to Have:

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.
• Valid driver's license with minimum auto insurance coverage.

Knowledge, Skills, and Abilities:

• Working knowledge of copier and related equipment preferred.
• Ability to utilize a mixture of hardware and software for functions such as cost recovery, document management, and advanced workflow.
• Knowledge of shipping/receiving procedures and basic electronics preferred.
• Ability to work independently and flexibly to complete projects.
• Troubleshooting and problem-solving skills, and the ability to read and comprehend written technical information.
• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands:

• Frequent exposure to copier/fax machine noise, toner, and changes in room temperature.
• Exposure to various weather conditions when walking between buildings and potential for injuries or accidents.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Some physical effort required, including standing, walking, bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 lbs. and pushing or pulling machines on wheels weighing up to 400 lbs.
• Daily telephone/in-person contact with customers, employees, managers, and occasional contact with vendors and equipment repair personnel.
In this role, you will be at the forefront of innovation, providing solutions and exceptional service. If you are ready to make a meaningful impact and embark on a journey of growth, apply now to join us in shaping the future of service excellence

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.