Legal Office Assistant

Seeking a customer-focused Legal Office Services Associate to support print, copy, scan, mail, and office services operations within a legal environment. This role involves handling highly sensitive and confidential documents, operating office equipment, supporting legal staff, and ensuring accurate, high-quality work under tight deadlines. The primary focus is print, copy, scanning, and mail services, with cross-training opportunities in hospitality and printer fleet support.

Responsibilities

• Operate high-volume copiers, printers, scanners, mail processing equipment, and related office machinery.
• Perform copying, printing, scanning, OCR processing, file conversion, file naming, electronic file management, and document formatting.
• Manage Table of Contents (TOC) creation and perform FTP file transfers as required.
• Complete binding, finishing, quality control, final document checks, and document preparation tasks.
• Process, sort, distribute, and deliver incoming and outgoing mail, packages, faxes, and shipments.
• Calculate postage, apply necessary shipping materials, and support shipping and receiving activities.
• Maintain copier and printer functionality through routine inspections, basic troubleshooting, and service coordination.
• Clear paper jams, monitor equipment performance, and escalate technical issues when needed.
• Maintain supply inventories, billing logs, service records, meter readings, and management reports.
• Distribute office supplies, mail, and completed projects to designated locations within and outside the site.
• Perform filing, records management, archiving, document retrieval, and document purging activities.
• Coordinate projects completed off-site and assist with document production workflows.
• Respond to customer inquiries regarding project status, timelines, and service requests.
• Support legal secretaries, paralegals, project managers, associates, partners, and other staff with office service needs.
• Maintain organized, clean, and well-stocked work areas.
• Assist with hospitality services and printer fleet support as needed.
• Lift, move, and transport materials weighing up to 50 pounds.
• Travel between buildings as required.
• Perform additional duties as assigned.

Requirements

• High school diploma, GED, or equivalent work experience.
• Completion of required legal industry training within designated timeframes.
• Minimum 1 year of legal industry experience strongly preferred.
• Previous experience in copy, print, mailroom, document services, records management, or related office services preferred.
• Strong customer service skills with a professional and polished demeanor.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and email systems.
• Ability to operate printers, copiers, scanners, postage machines, fax machines, and other office equipment.
• Technical aptitude and basic troubleshooting skills for office equipment.
• Knowledge of document management systems and workflow processes preferred.
• Understanding of shipping, receiving, mail distribution, and package handling procedures.
• Strong organizational, problem-solving, and multitasking abilities.
• Ability to work independently, prioritize tasks, and meet tight deadlines in a fast-paced legal environment.
• Ability to read and understand technical manuals and written instructions.
• Ability to maintain confidentiality and handle sensitive legal documents with discretion.
• Ability to lift up to 50 pounds.
• Professional appearance and adherence to a business casual dress code.