Office Services Coordinator

** Legal Senior Onsite Service Specialist*
* POSITION PROFILE

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, interpersonal etiquette, and customer service skills to communicate 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 LEGAL ENVIRONMENT JOB RESPONSIBILITIES

+ Possesses the legal background to understand client matter workflow, including:

+ Chargeback to firm and/or clients for work, supplies, hours, and services.

+ Familiarity with legal technologies and software, such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).

+ Familiarity with legal records management processes.

+ Familiarity with legal processes and documents, including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and the proper delivery of documents within the court system.

+ Assists with scheduling equipment, labor, and supplies for off-site trials.

OTHER 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 all 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 quality and accurate reproduction, scanning, and project support.

+ Responds to customer inquiries, including coordinating and calculating the time required to complete requested work.

+ 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 logs and work records for tracking, management reporting, inventory control, and supply ordering.

+ Distributes incoming mail, packages, office supplies, and fax transmissions to designated delivery points.

+ Delivers completed reproduction work to predetermined locations, 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 shipping and receiving materials and packages.

+ Performs filing duties in conjunction with customer requests, including document purging and archiving.

+ 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 functionality.

+ Formats files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.

+ Performs daily quality…