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.

Office Services
Palo Alto, CA 94304
3 Month (temp to hire)
Mon - Fri (8:00 am - 5:00 pm)

We are looking for someone with a strong hospitality background who can provide exceptional service and contribute positively to the team. This contingent worker will handle daily business center operations, including welcoming clients, managing conference rooms, coordinating services, handling administrative tasks, and ensuring a professional on site experience while juggling multiple priorities. The hiring manager is looking for a candidate with a strong background in customer service, preferably with business center experience. The ideal candidate will be proactive, reliable, and demonstrate excellent attendance. Other qualities that will make a strong candidate include being organized, professional, client focused, and communicating effectively with clients and peers. This role is temporary with the potential to convert to permanent after 90 days, based on performance. There will be some standing, walking, lifting (can at least lift 30lbs) . No heavy equipment use.

Key Responsibilities

• Provide professional customer service to clients, employees, and executive-level customers.
• Operate high-volume copiers, printers, scanners, and related office equipment.
• Perform copying, printing, scanning, binding, finishing, and document processing.
• Perform quality checks and ensure completed jobs meet customer requirements.
• Clear paper jams and perform basic copier troubleshooting; report technical issues when needed.
• Handle confidential and time-sensitive legal documents.
• Perform document scanning, file conversion, file naming, OCR, and electronic file management.
• Sort, distribute, and process incoming and outgoing mail and fax transmissions.
• Handle shipping and receiving of office materials and supplies.
• Check packing slips and select appropriate packing materials.
• Maintain supply inventories, service logs, meter readings, and billing records.
• Deliver completed documents and materials to designated locations.
• Assist with conference room and meeting room setups.
• Support reception and business center functions as needed.
• Answer customer questions and coordinate service requests.
• Maintain clean, organized, and well-stocked copier and business center areas.
• Perform filing, archiving, and document purging as required.
• May assist with office moves, light building support, and occasional cleaning.
• May require occasional overtime, including nights or weekends.

Required Qualifications

• High school diploma or GED.
• 1 2 years of related work experience.
• Strong customer service and communication skills.
• Professional appearance and communication when working with clients.
• Ability to work independently and manage multiple priorities.
• Ability to understand and follow written instructions.
• Ability to stand and walk during the workday.
• Ability to lift at least 30 lbs.

Preferred Qualifications

• 2+ years of experience in a legal office/environment is highly preferred.
• Experience with copy/print services or document processing.
• Experience operating high-volume copiers and printers.
• Experience with scanning, document management, OCR, and file conversion.
• Experience with shipping and receiving.
• Basic copier troubleshooting or maintenance experience.
• Experience supporting executive-level clients.
• Basic knowledge of office equipment and electronics.
• Valid driver's license and required auto insurance may be needed depending on the site.

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.