Office Services Specialist

Purpose of the Job:
To deliver a wide range of operational, hospitality, and administrative support services that ensure a professional, welcoming, and efficient work environment. The Office Services Specialist responds promptly to internal service needs, maintains premium standards in client-facing spaces, and contributes to process improvements that enhance service quality and operational efficiency in a fast-paced legal environment.

 

Key Responsibilities:

1. Hospitality and Client-Facing Support
• Provide high-touch hospitality services, including meeting room setup, catering coordination, and event preparation.
• Ensure all client-facing and common areas are maintained to premium standards.
2. Operational and Administrative Support
• Serve as the first point of contact for internal service needs via the firm’s ticketing system.
• Coordinate mailroom functions, including incoming and outgoing mail, shipping logistics, and courier services.
• Manage office supply inventory and procurement to ensure availability, cost efficiency, and quality.
3. Equipment and Document Services
• Operate and maintain office equipment (copiers, scanners, printers), troubleshooting and coordinating repairs or maintenance.
• Provide advanced document services support, including large-scale printing, scanning, binding, and formatting.
4. Records and Project Support
• Assist with records management, including file retrieval, archiving, and destruction.
• Participate in special projects such as vendor research, workflow optimization, and cross-departmental initiatives.
• Contribute to and execute process improvements that enhance efficiency, reduce costs, or improve service quality.
5. Other Duties
• Perform other duties as assigned to support smooth operations.

 

Required Qualifications:

1. Education
• High school diploma or GED required; additional training in office administration, hospitality, or facilities management preferred.
2. Experience
• Minimum of 2 years in office services, administrative operations, or facilities support.
• Legal environment or corporate hospitality-specific experience preferred.
3. Skills
• Strong interpersonal and customer service skills with a professional presence.
• Exceptional organizational skills and keen attention to detail.
• Strong problem-solving skills; ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, office equipment, and service platforms.
• Ability to manage multiple competing priorities and adapt quickly to changing needs.
• Resourcefulness in handling urgent or unexpected requests.
• Ability to work with urgency and maintain high service standards under pressure.

 

Physical Requirements:

1. Sitting, bending, stooping, keyboarding, reading, and phone use.
2. Ability to lift 25–50 lbs.; may require occasional standing for extended periods and moving office supplies or equipment.

 

Performance Measures

1. Goals
• Maintain high service satisfaction scores from internal clients.
• Ensure smooth daily operations with minimal service disruptions.
• Achieve cost and efficiency improvements through process enhancements.
2. Competencies
• Service orientation and professionalism
• Operational efficiency and reliability
• Communication and teamwork
• Adaptability and resourcefulness

 

Working Conditions:

1. Office-based role with occasional overtime during events or special projects.
2. May require occasional travel between office locations or to offsite vendor locations.