Office Services Specialist

Candidates who receive an offer will be required to successfully complete a background check and drug test as a condition of employment.

Job Title: Office Services Specialist
Location: Los Angeles, CA (Onsite)
Duration: 3+ Months Contract (Temp to Perm)
M-F (8:00 AM - 5:00 PM

Overview

• Provides comprehensive on-site office services support within a legal office environment.
• Supports hospitality and event setups, including food and beverage services, and coordinates incoming requests with onsite staff.
• Provides professional support to executive-level end users, including legal secretaries, project managers, paralegals, associates, and partners.
• Handles highly sensitive, confidential, and time-sensitive legal documents with the highest level of accuracy and quality.
• Performs office services, document production, mail, shipping/receiving, filing, scanning, facilities, and customer service functions.
• May perform reception, call center, bindery, quality control, final check, housekeeping, file services, meeting room support, and light building maintenance.
• May require periodic overtime, including nights, weekends, and off-hour emergency response.

Responsibilities

• Operate high-volume copy machines and perform copying, printing, binding, finishing, and related document production tasks.
• Perform daily inspections of convenience copiers to ensure proper operation and quality.
• Clear paper jams, identify equipment issues, troubleshoot problems, and coordinate service calls with technicians as required.
• Perform copier maintenance and repair services on customer-site equipment when required.
• Use copier equipment, calculators, fax machines, postage meters, PCs, and related office technology.
• Use shrink-wrap machines, paper cutters, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, and other finishing equipment.
• Handle printing, copying, scanning, file conversion, file naming, and electronic document preparation.
• Perform FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
• Manage TOC (Table of Contents) requirements, including the first page of electronic files.
• Perform OCR (Optical Character Recognition) activities to support keyword searching.
• Format files for printing, including Excel files and other electronic documents.
• Handle incoming and outgoing mail, faxes, overnight packages, and regular mail.
• Sort, distribute, and deliver mail, fax transmissions, office supplies, and completed work to designated personnel or locations.
• Perform shipping and receiving activities, including selecting appropriate packing materials and verifying packing slips.
• Maintain records for management reports, supply inventories, daily meter logs, service logs, and billing logs.
• Calculate charges for completed jobs and maintain required billing documentation.
• Respond to and coordinate customer service calls and requests.
• Answer customer questions regarding job status, feasibility, and completion timelines.
• Deliver completed jobs to predetermined customer locations within and outside the assigned site.
• Maintain copier areas by keeping them clean, organized, and properly stocked.
• Perform filing duties, including document purging and archiving of older files.
• May perform file services, scanning, document management, and other customer-specific requests.
• Assist with coordinating projects completed through off-site service providers.
• Support meeting room and conference room setups.
• Assist with hospitality and event setups, including food and beverage arrangements.
• Coordinate incoming hospitality and office service requests with onsite staff.
• May perform building occupant moves within assigned facilities.
• May perform re-lamping, light maintenance, and other building support functions.
• May perform occasional cleaning and housekeeping duties as needed.
• Provide professional customer service and support while working under tight deadlines and potentially high-pressure conditions.
• Maintain the highest quality and accuracy standards due to the sensitive nature of legal documents and projects.
• Perform other duties as assigned.

Requirements

• High school diploma or GED required.
• 1 2 years of related work experience required.
• Minimum 2 years of legal industry experience highly desired.
• Hospitality industry, law firm, office services, and customer service experience preferred.
• Excellent customer service, interpersonal, verbal communication, and relationship-building skills.
• Ability to provide an excellent customer experience to executive-level end users and legal professionals.
• Some copy job experience preferred.
• Working knowledge of copiers and related office equipment; repair experience preferred.
• Ability to use a combination of hardware and software supporting cost recovery, document management, and advanced workflow.
• Knowledge of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Strong troubleshooting and problem-solving skills.
• Ability to work independently, flexibly, and effectively while completing multiple projects.
• Ability to determine appropriate shipping methods and packing materials and verify incoming packing slips for accuracy.
• Ability to understand and follow mail delivery instructions.
• Ability to read and comprehend technical information, manuals, parts books, and related publications.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and time-sensitive information professionally.
• No driving required.
• Business casual dress code.
• Virtual interview.
• No special equipment required beyond standard office copier and office services equipment.

Metasys Technologies/NVISH is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status.