Legal Senior Onsite Service Specialist

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support.

A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, professional etiquette, and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

• Responsible for interacting with and providing professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.


• Accurately produces jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.


• Operates copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.


• Utilizes equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.


• Handles confidential and time-sensitive documents.


• Provides high-quality and accurate reproduction, scanning, and project support.


• Responds to customer inquiries, including coordinating and calculating the time required to complete requested tasks.


• Provides embedded support to specific floors or integrated practice groups.


• Assists with coordinating projects that will be completed off-site.


• Maintains billing logs and assists in calculating charges for work performed.


• Maintains work records and logs used for tracking, management reporting, inventory control, and supply ordering.


• Distributes incoming mail, packages, office supplies, and fax transmissions to designated locations.


• Delivers completed reproduction work to predetermined delivery areas, including locations outside the customer's office when required.


• Performs deliveries and pickups that may require travel between offices or office locations.


• Performs duties related to the shipping and receiving of materials and packages.


• Performs filing duties, including document purging and archiving, based on customer requirements.


• Performs scanning, file conversion, file naming, and file encryption.


• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.


• Manages TOC (Table of Contents) creation and maintenance for electronic files.


• Performs OCR (Optical Character Recognition) processing to support keyword search capabilities.


• Formats files for printing using programs such as Microsoft Office Suite and Adobe Acrobat Pro.


• Performs daily quality checks on convenience copiers to ensure proper functionality.


• Responds to copier issues and clears paper jams as required.


• Maintains daily meter readings and service logs.


• Stocks and organizes convenience copier areas.


• Organizes and maintains conference rooms and meeting spaces.


• Assists Facilities with box moves, office moves, and occupant relocations.


• Assists Facilities with light maintenance duties.


• May perform occasional cleaning duties.


• May require periodic overtime, including evenings, weekends, and off-hour emergency response situations.


• Performs other duties as assigned.

• High school diploma or GED required.


• One (1) to two (2) years of related work experience required.


• Previous experience in the legal industry preferred.


• Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.

• Working knowledge of copier equipment and related equipment maintenance is preferred.


• Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.


• Knowledge and understanding of shipping and receiving procedures.


• Basic electronics knowledge preferred.


• Ability to work independently and adapt to changing priorities.


• Ability to determine appropriate packing methods and materials and verify the accuracy of packing slips.


• Ability to understand and follow mail delivery instructions.


• Strong troubleshooting and problem-solving skills.


• Ability to read and comprehend technical information, manuals, parts books, and related documentation.


• Excellent customer relations and verbal communication skills.

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May be exposed to paper cuts associated with handling paper and opening boxes.


• Exposure to various weather conditions when travel between buildings is required. Exposure to office equipment may present opportunities for minor injuries or accidents.


• Daily telephone and in-person interaction with customers, employees, managers, and/or Dispatch personnel. Occasional interaction with vendors and equipment repair technicians.


• Tight deadlines and quick turnaround requirements may create high-stress situations.


• Physical demands may include extended periods of standing, walking, bending, reaching, stretching, and climbing, as well as lifting or moving items weighing up to 50 pounds.


• May be required to push or pull wheeled equipment weighing up to 400 pounds for repair or relocation purposes.


• Walking between buildings may be required.