Job Description

We are hiring an Office Assistant (Administrative Services Specialist) to provide onsite support at our client’s law firm. As part of their busy team, you will assist with a wide range of operational and administrative tasks. This role may include responsibilities in the copy center, mailroom, legal support, hospitality, and reception coverage. The ideal candidate will be professional, detail-oriented, and adaptable to shifting priorities in a fast-paced environment.

Responsibilities will vary by site and may include:

Copy Center

• Operate high-speed copiers, printers, and scanners to complete client projects in accordance with established SOPs.
• Follow production processes to ensure output accuracy and consistency across team members.
• Meet project deadlines and communicate any delays or issues to the Site Team Leader.
• Operate finishing equipment such as cutters, laminators, and binding machines.
• Track all job activity for accurate billing.
• Conduct quality checks throughout each project to ensure desired results and make corrections as needed.
• Maintain strict confidentiality of all client materials.

Mailroom

• Process incoming and outgoing mail in a timely manner to meet delivery deadlines.
• Distribute mail to designated recipients.
• Manage large volumes of daily mail and packages.

Reception & Hospitality

• Greet visitors and clients in person and by phone, providing a professional and welcoming first impression.
• Answer and route calls using a multi-line phone system.
• Record staff attendance as required.
• Schedule and prepare conference rooms for meetings.
• Perform data entry and other administrative tasks as assigned.
• Stock supplies and maintain cleanliness in kitchens, conference rooms, and other shared spaces.

Required Skills & Abilities

• Strong problem-solving skills with the ability to anticipate needs and propose practical solutions.
• Excellent time management and prioritization skills in a dynamic, deadline-driven environment.
• Proficiency in operating common office equipment including computers, copiers, printers, and scanners.
• Effective verbal and written communication skills for interacting with diverse audiences.
• Strong attention to detail and a commitment to delivering high-quality work.
• Ability to exercise sound judgment and maintain confidentiality.

Education & Experience

• High school diploma required; college degree preferred.
• Previous customer service experience required; professional office or law firm experience preferred.

Physical Requirements

• Ability to sit at a desk and work on a computer for prolonged periods.
• Ability to stand for extended periods while operating office equipment.
• Occasional bending, kneeling, pushing, or pulling carts.
• Ability to lift up to 50 lbs.
• Regular use of telephones and other communication devices.

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