Office Services Specialist

Position Title:

Office Services Specialist

Company:
Law Firm Environment

Work Schedule:

Monday – Friday, 9 AM - 6 PM (40 hrs./week)

Interview Process:
Virtual and in-person interviews

The Site Leader is responsible for overseeing daily site operations while actively supporting document production, customer service, reception and hospitality functions, and mailroom operations.

This role requires a customer-focused leader with experience working in a professional law firm environment, strong organizational skills, and the ability to proactively identify and resolve issues. The ideal candidate will take initiative, maintain service excellence, and ensure customer expectations are consistently met.

Driving Requirement:
No driving required.

Dress Code:
Professional business casual suitable for a law firm environment.

Industry: Legal Services / Professional Office Environment

Work Location:

Cleveland, OH

Parking Information:

• On-site parking cost:
  Approximately $160/month (eligible for expense reimbursement)
• Alternative parking options may cost up to $16/day

• High school diploma or GED required
• Minimum 2+ years of experience in a related field
• Experience providing classroom and/or informal training sessions
• Experience operating advanced office equipment and completing complex production tasks
• Strong leadership and team management abilities
• Ability to establish, prioritize, and achieve realistic goals
• Excellent organizational and communication skills
• Strong technical skills and ability to operate complex machinery
• Ability to stay current with technology trends and industry practices

• Lead daily operations for a site of up to two employees
• Develop, implement, and maintain operational procedures
• Ensure compliance with service-level agreements (SLAs) and contractual requirements
• Act as the primary contact for customer issues and site-related concerns
• Report and elevate operational or facility issues as needed
• Support staffing, training, and performance management activities

• Maintain professional daily communication with customers
• Ensure customer expectations and service standards are achieved
• Build positive relationships with customers, vendors, and internal teams
• Assist with reception and hospitality services when required

• Perform printing, copying, scanning, and document production services
• Manage workflow and scheduling to meet quality and deadline requirements
• Provide training on workflow processes and equipment operation
• Support mail operations and office supply management
• Coordinate conference rooms and A/V equipment resources

• Monitor and report facility-related issues, including:
  • Lighting outages
  • Plumbing concerns
  • Equipment/system malfunctions
• Coordinate repairs and vendor support when required
• Escort vendors during inspections, tours, and issue resolution
• Assist with small office moves and workspace adjustments
• Manage invoices and customer account interactions
• Support profitability goals and cost control initiatives
• Monitor supply usage and manage inventory levels
• Place supply orders using procurement systems
• Complete site reports and required documentation accurately
• Assist with management reporting activities
• Support financial tracking and P&L management

• Ensure payroll accuracy by reviewing and correcting time records
• Train, coach, and support employees
• Maintain employee development plans and performance reviews
• Address attendance and performance concerns according to company policies
• Ensure team members meet productivity, quality, and deadline expectations

• Professional office environment with standard lighting, ventilation, temperature, and noise levels
  • Walking
  • Standing
  • Reaching
  • Lifting and carrying items up to 50 lbs.
• Moderate dexterity required for:
  • Keyboard operation
  • Calculator use
  • Hand tools and coordination tasks
• Ability to interpret and apply complex instructions, data, and procedures

• Site leadership and supervision
• Customer service excellence
• Employee training and coaching
• Problem-solving and initiative
• SLA and contract compliance
• Financial reporting awareness
• Strong communication and organizational skills