Mail and Office Services Associate

Candidates who receive an offer will be required to successfully complete a background check and drug test as a condition of employment.
Mail and Office Services Associate
Location: Baltimore, MD 21202 (Onsite)
Schedule: Monday - Friday, 8:00 AM - 5:00 PM
Duration: 3-Month Contract (Temp to Perm)

The Mail and Office Services Associate provides comprehensive operational support within a professional legal office environment. This position manages high-volume document production, mail distribution, office services, and light facilities support. The role requires a high level of professionalism, discretion, and customer service due to frequent interaction with attorneys, executives, and legal staff. The position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager.

Key Responsibilities

• Operate high-volume copy and scanning equipment; perform document binding and finishing work.
• Handle sensitive and confidential legal documents with accuracy and discretion.
• Manage incoming and outgoing mail, faxes, and shipments; apply appropriate postage.
• Maintain copier and printer functionality; perform basic troubleshooting and repairs.
• Conduct daily quality checks on office equipment to ensure consistent performance.
• Distribute office supplies, mail, and faxes to designated departments or individuals.
• Maintain inventory records, supply levels, and management reports.
• Deliver completed jobs to internal and external locations as required.
• Assist with document scanning, file conversion, file naming, and OCR (Optical Character Recognition) processes.
• Manage Table of Contents (TOC) and file formatting for printing or Excel-based documents.
• Perform duties related to shipping, receiving, and meeting room setup.
• Support building operations including minor maintenance, re-lamping, and light cleaning as needed.
• Coordinate off-site document production or print projects with external vendors.
• Provide front-line customer service and professional support to attorneys, paralegals, and administrative staff.
• Ensure all assigned areas, including copier stations and mail areas, remain organized and fully stocked.
• Accurately log service calls, equipment usage, and project details in daily reports.
• May require occasional overtime, evening, or weekend work to support deadlines or emergency needs.
• Perform additional administrative and operational tasks as assigned.

Qualifications

• High school diploma, GED, or equivalent work experience required.
• Previous experience in a legal, mailroom, or corporate office services environment strongly preferred.
• Strong proficiency in MS Office applications (Word, Excel, Outlook).
• Experience with copier, scanner, postage, and print production equipment.
• May require a valid driver's license depending on site location and responsibilities.

Key Competencies

• Professional communication and interpersonal skills, including the ability to interact with executive-level staff.
• Strong attention to detail and ability to handle confidential materials appropriately.
• Organizational and time-management skills with the ability to meet strict deadlines.
• Technical aptitude for office and imaging equipment, file transfer systems, and OCR tools.
• Ability to work independently and within a collaborative team environment.
• Customer service mindset and a proactive approach to problem-solving.

Working Conditions

• Professional legal office environment with standard lighting, temperature, and noise levels.
• Regular standing, walking, bending, and lifting of up to 50 lbs.
• May require moving between multiple floors or buildings within the site.
• Extended periods of standing or repetitive motion during document production tasks.
• Occasional after-hours or weekend work for urgent projects or special requests.

Metasys Technologies is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status.

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