Law Firm Office Services

Whitemore James Black is presently assisting our law firm client on their search for a Temporary-to-Permanent Office Services Associate. This role is available immediately. The shift for this role is Monday - Friday, from 8 a.m. to 4 p.m. Prior law firm office services experience is required for this role. Full benefits are available upon the role becoming permanent. This role will pay $26 to $33 hourly.

The ideal candidate will manage core administrative facility functions, including Mailroom Operations, Reprographics/Document Processing, and Conference Room Hospitality. We are looking for a proactive professional with strong attention to detail, excellent communication skills, and a strong commitment to maintaining confidentiality and professionalism.

Key Responsibilities

1. Mailroom Operations & Package Logistics

• Mail Processing: Receive, sort, date-stamp, and distribute daily incoming USPS mail, legal filings, and interoffice correspondence.
• Courier & Shipping: Process outgoing mail, certified mail, FedE/UPS packages, and local courier requests adhering to accurate billing codes.
• Tracking & Delivery: Log and deliver tracked packages promptly to attorneys and staff; obtain signatures where required.
• Inventory Management: Monitor and replenish mailroom and office supplies across work floors.

2. Reprographics & Legal Document Processing

• Copying & Printing: Operate high-volume digital copiers, scanners, and binding equipment to complete document production jobs accurately and on time.
• Legal Production Tasks: Perform document prep, indexing, tabbing, comb/coil binding, and electronic scanning/OCR processing for case files and court filings.
• Quality Assurance: Inspect all completed copy/scan projects for accurate page counts, correct margins, and document formatting.
• Equipment Maintenance: Maintain printing equipment, troubleshoot minor paper jams, replace toner/ink, and log service calls with vendors.

3. Hospitality & Conference Room Services

• Meeting Setups: Prepare conference rooms for attorney meetings, client consultations, depositions, and internal events (adjusting table configurations, AV setup checks, whiteboard readiness).
• Catering & Refreshment Support: Coordinate catering deliveries, set up food and beverages, maintain coffee stations/kitchenettes, and tidy up immediately following meetings.
• Visitor Hospitality: Assist Reception by greeting visiting clients, guests, or vendors and offering beverages or guidance as needed.
• Facility Restocking: Ensure guest areas, kitchens, and common rooms remain clean, stocked, and presentable throughout the day.

Qualifications & Skills

• Experience: 1 years of office services, facilities, mailroom, repographics, or hospitality experience (experience within a law firm or professional services firm is strongly preferred).
• Technical Proficiency: Comfortable with digital copiers/scanners, postage meters, shipping software (FedEx/UPS), and basic computer tools (Microsoft Office Suite, Outlook).
• Physical Demands: Ability to lift up to 40 lbs, push/pull heavy mail carts, and stand/walk for extended periods during shift.
• Professionalism: High degree of discretion and confidentiality handling sensitive legal documents.
• Soft Skills: Excellent verbal and written communication, proactive problem-solving, and a warm, service-focused attitude.

Whitemore James Black is a boutique legal search and staffing firm based in California. We specialize in the placement of attorneys, paralegals, law firm administrators, executive assistants, legal secretaries, and support staff. Our recruiters each have over a decade of experience and work with the very best law firms and companies.