Office Services Specialist

Position Profile

Provides hands-on operational support within a legal office environment. Supports document production, mail and shipping services, records management, conference room support, hospitality, and general office services. Works directly with attorneys, partners, paralegals, legal assistants, and business professionals while maintaining a high level of professionalism, confidentiality, and customer service.

Reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager.

Key Responsibilities

• Support legal workflow processes, including document production, scanning, records management, and file organization.
• Handle confidential and time-sensitive legal documents.
• Operate and troubleshoot office equipment, including high-volume copiers, scanners, fax machines, and postage equipment.
• Process incoming and outgoing mail, packages, and shipments.
• Perform scanning, file conversion, file naming, OCR processing, encryption, and electronic document management.
• Provide copy, print, bindery, and finishing services for legal documents such as briefs, depositions, trial materials, closing binders, and court filings.
• Coordinate and support off-site projects and trial preparation.
• Maintain billing logs, inventory records, service logs, and operational reporting.
• Deliver completed work throughout the office and between office locations as needed.
• Support conference room setup, hospitality requests, and general office services.
• Conduct daily equipment quality checks and coordinate maintenance when necessary.
• Assist with office moves, records projects, and light facilities support.
• Provide exceptional customer service to attorneys, partners, paralegals, legal assistants, and firm leadership.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required.
• 1-2 years of related office services, document production, or administrative experience required.
• Legal industry experience preferred.
• Strong customer service, communication, and organizational skills.
• Valid driver's license may be required.

Knowledge, Skills & Abilities

• Experience with document management, scanning, and electronic records systems.
• Working knowledge of copy, print, and mailroom equipment.
• Understanding of shipping and receiving processes.
• Strong attention to detail and quality control.
• Ability to manage multiple priorities and meet tight deadlines.
• Strong troubleshooting and problem-solving skills.
• Proficiency with Microsoft Office and Adobe Acrobat.
• Ability to work independently in a fast-paced legal environment.

Working Conditions

• Office environment with frequent interaction with legal professionals and clients.
• May require standing, walking, lifting, and moving materials up to 50 pounds.
• Occasional overtime, evenings, or weekend work may be required to support business needs and client deadlines.