Job Description

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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