Legal Senior Onsite Service Specialist

Legal Senior Onsite Service Specialist

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support.

A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, professional etiquette, and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities

• Responsible for interacting with and providing professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produces jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
• Operates copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
• Utilizes equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handles confidential and time-sensitive documents.
• Provides high-quality and accurate reproduction, scanning, and project support.
• Responds to customer inquiries, including coordinating and calculating the time required to complete requested tasks.
• Provides embedded support to specific floors or integrated practice groups.
• Assists with coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains work records and logs used for tracking, management reporting, inventory control, and supply ordering.
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated locations.
• Delivers completed reproduction work to predetermined delivery areas, including locations outside the customer's office when required.
• Performs deliveries and pickups that may require travel between offices or office locations.
• Performs duties related to the shipping and receiving of materials and packages.
• Performs filing duties, including document purging and archiving, based on customer requirements.
• Performs scanning, file conversion, file naming, and file encryption.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search capabilities.
• Formats files for printing using programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to copier issues and clears paper jams as required.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Assists Facilities with box moves, office moves, and occupant relocations.
• Assists Facilities with light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime, including evenings, weekends, and off-hour emergency response situations.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• One (1) to two (2) years of related work experience required.
• Previous experience in the legal industry preferred.
• Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related equipment maintenance is preferred.
• Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.
• Knowledge and understanding of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine appropriate packing methods and materials and verify the accuracy of packing slips.
• Ability to understand and follow mail delivery instructions.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information, manuals, parts books, and related documentation.
• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May be exposed to paper cuts associated with handling paper and opening boxes.
• Exposure to various weather conditions when travel between buildings is required. Exposure to office equipment may present…