Office Services Specialist

Job Title: Office Services Specialist
Location: Austin, TX (Onsite)
Duration: 3 Months (Temp to Hire)
Mon-Fri, 8am - 5pm

Overview

Provides office services in a legal office environment, including high-volume copying, printing, scanning, mail processing, shipping and receiving, document management, and customer support. Handles sensitive and confidential legal documents, supports executive-level clients, and assists with daily office operations and meeting room setups.

Responsibilities

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

• Perform daily quality inspections of convenience copiers, clear paper jams, troubleshoot equipment issues, and perform copier repairs.

• Handle sensitive, confidential, and time-sensitive legal documents with accuracy and attention to detail.

• Sort, distribute, and process incoming and outgoing mail, faxes, and office supplies; apply postage as required.

• Prepare and ship materials, receive incoming deliveries, check packing slips, and coordinate overnight packages.

• Perform document scanning, file conversion, file naming, OCR, electronic file formatting, FTP transfers, and table of contents management.

• Perform filing, document purging, archiving, and file management duties.

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

• Calculate charges for completed jobs and maintain billing logs as required.

• Respond to customer questions, coordinate service calls, and communicate job status and feasibility.

• Deliver completed jobs to designated locations within and outside the site.

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

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

• Assist with conference room and meeting setups, including food and beverages, and coordinate incoming requests with onsite staff.

• Coordinate off-site printing and production projects as required.

• Assist with building support duties, including occupant moves, light maintenance, re-lamping, and occasional cleaning, as assigned.

• Travel between customer buildings when required.

• Use equipment such as paper cutters, shrink-wrap machines, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, fax machines, postage meters, calculators, and computers.

• Complete projects accurately under tight deadlines and high-pressure conditions.

• Work occasional overtime, including nights and weekends, and respond to off-hour emergencies when required.

• Perform other duties as assigned.

Requirements

• High school diploma or GED and 1–2 years of related work experience.

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

• Excellent customer service, interpersonal, and verbal communication skills.

• Previous copy job or office services experience preferred.

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

• Ability to use hardware and software for cost recovery, document management, and advanced workflows.

• Knowledge of shipping and receiving procedures, including selecting appropriate packing materials and verifying packing slips.

• Basic electronics knowledge preferred.

• Ability to comprehend mail delivery instructions and written technical information, including manuals and parts books.

• Strong troubleshooting, problem-solving, and organizational skills.

• Ability to work independently and flexibly while managing multiple requests and deadlines.

• Ability to maintain confidentiality and provide accurate, high-quality work in a legal environment.

• Business casual dress code.

• No driving required for this position.

• No COVID-related requirements.

• No extensive lifting, standing, or walking required.

• Occasional overtime or weekend availability may be required.