Office Services Associate

About the role

The Office Services Associate plays a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Client Relations Manager, this position is responsible for maintaining a professional and efficient office environment.

Responsibilities

• Process incoming and outgoing mail, packages, and courier deliveries.
• Prepare and distribute legal documents, correspondence, and confidential materials.
• Operate and maintain copy, scanning, printing, and binding equipment.
• Provide document reproduction and finishing services, including assembling trial binders and client presentations.
• Set up, inspect, and reset conference rooms for meetings, depositions, and client events.
• Coordinate catering and beverage service for meetings as requested.
• Maintain office supply inventory and restock kitchens, conference rooms, and supply areas.
• Assist with records management, including filing, retrieval, storage, and destruction of confidential legal documents in accordance with firm policies.
• Support attorneys and staff with administrative requests and office service needs.
• Coordinate with building management for maintenance and service requests.
• Assist with office moves, workstation setups, and furniture rearrangements.
• Monitor and troubleshoot minor printer equipment issues.
• Maintain confidentiality of client information and firm records.
• Follow all firm policies regarding security, confidentiality, and records retention.
• Perform other duties as assigned.

Requirements

• High school diploma or GED required; associate degree preferred.
• 1–3 years of office services, administrative support, mailroom, hospitality, or facilities experience, preferably in a law firm or professional services environment.
• Experience handling confidential information with discretion.
• Familiarity with office equipment including copiers, scanners, postage machines, and binding equipment.
• Basic proficiency in Microsoft Office Suite (Word, Outlook, Excel).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional appearance and customer-service-oriented attitude.
• Ability to work independently and collaboratively as part of a team.

Preferred Qualifications

• Experience in a legal or corporate professional services environment.
• Knowledge of legal document handling and records management procedures.
• Experience supporting meetings, conferences, and client events.

Physical Requirements

• Ability to lift and carry up to 40 pounds.
• Ability to stand, walk, bend, and move throughout the office for extended periods.
• Ability to push mail carts and transport office supplies.
• Manual dexterity to operate office equipment.

Pay

The compensation range for this role is up to $22.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience, and qualifications.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)