Office Services Specialist Onsite

Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

This position is responsible for the reproduction of documents accomplished by operating high speed and color copiers, performing various binding jobs, and meeting deadlines. It also handles preparing, sending and receiving hand‑delivered packages, UPS and Federal Express packages. The role assumes supervisory duties as required, must work as a team player and leader, maintain good communication with attorneys, paralegals, secretaries and other service departments and staff, prioritize workflow, and oversee the use of outside vendors for overflow work.

In addition, this position assists in sorting and distributing incoming and interoffice mail.

8:30 AM – 5:30 PM CT

• Reproduce documents on high volume copiers/duplicators, including collating, binding, and inserting number or letter tabs.
• Clock in and prioritize all incoming jobs.
• Key client/matter numbers into the cost accounting system and backup system as necessary.
• Bind documents in various styles and operate paper drill and cutter equipment.
• Quality‑check the copies produced and keep appropriate logs and records.
• Communicate with attorneys, paralegals, and secretaries.
• Place service calls with vendors and interact with technicians for equipment within the department and convenience copiers in the building.
• Assist in oversight and distribution of overflow work to outside vendors.
• Send facsimile transmissions and operate mail machinery.
• Assist in sorting and distributing incoming and interoffice mail and handling nightly mail drops.
• Prepare, send, receive and trace hand deliveries, Federal Express packages and UPS packages.
• Assist in ordering and stocking supplies for the department, and ensure convenience and printer areas are stocked.
• Assist with office relocations, including lifting and moving boxes, furniture and equipment.
• Assist in testing and evaluating new equipment being considered for the firm.
• Answer telephones and act as the central point of contact for the department.
• Monitor supply inventory levels and reorder supplies as necessary, including kitchen/pantry supplies, paper and general office supplies.
• Coordinate with other office service staff to prioritize workflow and handle problems that may arise.
• Assist with invoice control/review as assigned by manager or designee.
• Handle facility issues/requests with the building or vendors as needed.
• Cross‑train with other departments (hospitality, records) as assigned by manager or designee.
• Perform other duties as required.

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Education: High School Graduate or its equivalent

Experience: Minimum of one year of experience on high volume copiers. Experience in a law firm Office Services environment preferred.

Skills: Must be able to understand and follow instructions, organize and prioritize workload, and use good judgment in decision making on how to adequately and efficiently meet all deadlines. Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision. Be able to program, operate and troubleshot low/high speed and color copiers.

Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis. Must display excellent customer service…