Office Services Assistant

Job Description

Office Services Associate

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Baltimore, MD (Onsite)

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3 Months (Temp to Hire)

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Mon-Fri, 8-5pm

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Overview

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Provides operational support in a legal office environment, including high-volume copying, printing, scanning, shipping and receiving, mail distribution, document management, and customer service. May also perform bindery, quality control, filing, reception, meeting room setup, and light building maintenance. Handles sensitive and confidential documents while providing professional support to executive-level clients and employees.

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Responsibilities

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• Operate high-volume copiers and perform copying, printing, binding, and finishing tasks.

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• Inspect convenience copiers, clear paper jams, troubleshoot issues, and coordinate or perform equipment repairs.

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• Perform production printing, scanning, file conversion, file naming, formatting, and document management.

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• Handle confidential and time-sensitive legal documents while maintaining accuracy and quality.

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• Manage incoming and outgoing mail, faxes, and shipments, including USPS, FedEx, and DHL.

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• Perform shipping and receiving duties, verify packing slips, and distribute materials and office supplies.

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• Maintain inventory records, daily meter readings, service logs, billing records, and management reports.

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• Calculate job charges and maintain billing logs.

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• Respond to customer service calls and provide updates on job requests and project status.

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• Deliver completed projects to designated customer locations.

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• Perform filing, purging, archiving, and document organization.

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• Perform electronic file transfers (FTP), manage tables of contents (TOC), and process OCR files for keyword searches.

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• Use bindery equipment, paper cutters, shrink-wrap machines, hole drillers, staplers, scales, fax machines, and postage meters.

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• Maintain clean, organized, and well-stocked copier areas.

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• Provide professional support to legal secretaries, project managers, paralegals, associates, partners, and executive-level customers.

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• Assist with off-site project coordination, meeting and conference room setup, and building occupant moves.

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• Perform light maintenance, re-lamping, and occasional cleaning duties.

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• Travel between customer buildings when required.

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• Work occasional overtime, including nights, weekends, and emergency response as needed.

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• Perform other assigned duties.

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Requirements

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• High school diploma or GED required.

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• 1–2 years of related work experience required.

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• Minimum of 2 years of legal industry experience highly preferred.

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• Professional office experience in a customer-facing environment.

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• Experience with shipping and receiving, USPS, FedEx, DHL, production printing, and scanning.

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• Strong customer service, communication, interpersonal, and problem-solving skills.

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• Working knowledge of copiers and related equipment; repair experience preferred.

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• Knowledge of shipping and receiving procedures and packing materials.

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• Ability to use hardware and software for cost recovery, document management, and workflow support.

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• Basic electronics knowledge preferred.

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• Ability to read and understand technical manuals and written instructions.

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• Ability to work independently and flexibly while meeting tight deadlines.

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• Ability to handle confidential documents and work under pressure.

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• Ability to lift 25–50 lbs.

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• Business casual dress code.

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• No driving required.

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• No vaccine requirements.

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• Must be available for occasional overtime, including nights and weekends.

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