Office Services Clerk

Position Summary

The Office Services Clerk is responsible for handling general office tasks, including internal mail delivery, processing incoming and outgoing mail, arranging for UPS and messenger services, faxing, and managing large print, scan, and copy jobs. This position also assists with stocking supplies, office moves, and conference room setup.

Key Responsibilities

• Manages all incoming and outgoing mail by sorting, distributing, and preparing items for delivery to ensure timely and accurate correspondence.
• Coincide closely with staff to prioritize urgent mail and maintain delivery records while maintaining a regular schedule to accommodate special requests as needed.
• Arranges courier and express shipping services, including UPS, Fed-Ex, USPS and local messengers, for documents and packages requiring expedited delivery; track shipments to ensure arrival and resolving delivery issues promptly.
• Coincides and manages large-scale printing, scanning, and copying tasks to support staff needs and ensure timely completion of materials for meetings, events, and daily operations.
• Troubleshoots equipment issues and liaises with service technicians when necessary.
• Restocks paper and maintains supplies at printer stations, ensuring all equipment is ready for use and minimizing disruptions to daily office functions.
• Monitors supply levels and places replenishment orders proactively.
• Supports physical office logistics, including assisting with internal moves, cubicle set-up and breaking down conference rooms, and preparing workstations for new hires. Coincide with IT to ensure a seamless transition and functional setup.
• Manage all in-office visitors while assigning visitation key cards.
• Supports general HR administrative tasks, including drafting and filing search firm agreements while maintaining an up-to-date contracts database, and ensuring timely contract renewals.
• Follow-up with temporary agencies on their certificate of insurance requirements.
• Processes reimbursement expenses, search firm and background check invoices, and credit card reconciliation.
• Provides recruitment support to the Talent team by posting job openings on the company intranet and job boards; ensuring postings are accurate, consistent and aligned with internal guidelines.

Qualifications

• Strong client service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask and work well under pressure in a fast-paced environment.
• Self-starter with the ability to work independently and as part of a team.
• Ability to lift/move containers or boxes up to 40 pounds and push carts.
• Competent working knowledge of copy, printing, binding, scanning, and mailing equipment.

Skills & Competencies

• Demonstrates a basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment.
• Familiarity with or willingness to learn AI platforms (e.g., Microsoft Copilot, ChatGPT, or similar tools) and incorporate them responsibly into day-to-day workflows to enhance daily work tasks as appropriate and/or directed.
• Proactive approach to learning and adapting to emerging AI and related technologies and contributes to a culture of innovation.

Education & Prior Experience

• Minimum of 1-3 years prior office services experience, preferably in a law firm.
• High School Diploma; College Degree is a plus.

Technology Proficiency

• Competent working knowledge of Windows-based software and Microsoft Office Suite applications including Microsoft Word, Excel, and Outlook required.

Benefits

• Competitive compensation.
• Excellent benefits package.
• Opportunity to work within an innovative and collaborative environment within the legal industry.

Pay

• Details about pay are not specified.

Schedule

• The role is based in the Miramar office, with a full-time onsite schedule.
• Hours are 8:00 am to 5:00 pm, Monday through Friday.
• Candidate should also be flexible to work overtime as needed.