Legal Office Services Specialist

4 weeks ago

Dallas, United States Metasys Technologies, Inc. Full time
Role- Legal Office Services Specialist
Location- Dallas TX 75201
Duration- 2+Months (temp to hire)
Shift Hours- Mon -Fri (8:30 AM - 5:30 PM)

Position Summary:
Seeking candidates who are responsible for:

  • Printing, copying, scanning, and helping maintain kitchens and coffee bars.
  • Delivering mail, sending out overnight packages, and handling regular mail.
  • Experience with copy/print and mail duties is required.
  • There is no extensive lifting, standing, or walking; heavy lifting (over 50 lbs) is done with two people.
  • Candidates should have customer service experience (optimal).
  • Some office experience is helpful but not necessary, as they will be trained.
  • Office and some hospitality experience is beneficial.

Requirements:

  • High school diploma or GED and 1-2 years of related work experience.
  • Minimum of 2 years experience in the legal industry is highly desired.
  • Ability to provide an excellent customer experience utilizing strong customer service, personal, and communication skills.
  • Some related copy job experience is preferred.
  • May require valid driver s license and minimum levels of auto insurance coverage per Ricoh.
  • Working knowledge of copier and other related equipment and repair is preferred.
  • Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management, and advanced workflow.
  • Requires knowledge and understanding of shipping/receiving procedures.
  • Basic electronics knowledge is preferred.
  • Possesses the ability to work independently and flexibly to complete projects.
  • Ability to determine the correct method and packing material, as well as check packing slips for accuracy of incoming materials.
  • Ability to comprehend instructions concerning mail delivery.
  • Possesses troubleshooting and problem-solving skills.
  • Ability to read and comprehend written technical information in the form of manuals, parts books, and related publications.
  • Excellent customer relations skills and excellent verbal communication skills.

Responsibilities:
Provides operations functions in one or all of the following areas within a legal office/environment:

  • Operates high-volume duplicating equipment and performs associated copying tasks.
  • Ships and receives products and supplies; sorts, distributes, and handles incoming and outgoing mail/faxes; applies necessary postage.
  • Provides copier maintenance and/or repair of customer site equipment.
  • May perform bindery, quality control, final checks, housekeeping, file services, call center representative duties, and reception.
  • Performs various building support functions related to meeting setups and light maintenance.
  • Note: Due to the higher level of presentation, telephone skills needed to perform receptionist duties, and high interaction with executive-level customers, employees performing this function are considered Senior On-Site Services Specialists.
  • This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.
  • Runs high-volume copy machines and performs binding and finishing work.
  • Ensures convenience copiers are working properly, checking for quality via daily inspections.
  • Clears paper jams and informs technicians of specific problems.
  • Performs all repair service on customer copier equipment.
  • Handles highly sensitive and confidential documents that may be time-sensitive; provides utmost quality work due to the sensitive nature of documents and projects required in a legal environment.
  • Maintains records for management reports and inventories of supplies needed.
  • Distributes office supplies, fax transmissions, and mail to company personnel and/or designated drop-off points as required.
  • Calculates charges for jobs performed and maintains some billing logs.
  • Responds to and coordinates all service calls required by customers.
  • May perform filing duties in conjunction with specific customer requests.
  • Delivers completed jobs to pre-determined customer locations within and outside of the site.
  • Maintains daily meter and service logs.
  • May travel between customer buildings.
  • Answers customer questions regarding the status or feasibility of job requests.
  • Ensures upkeep of convenience copier areas by keeping them neat and well stocked.
  • Performs duties related to the shipping of materials.
  • Performs duties related to the receiving of materials.
  • May perform meeting room and conference room setups.
  • May perform building occupant moves within assigned facilities.
  • May perform re-lamping and light maintenance duties as assigned.
  • May perform occasional cleaning duties as needed.
  • May require periodic overtime on nights and weekends, including off-hour emergency response.
  • Uses shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales in completion of various contracted jobs.
  • Uses all copier equipment, calculators, fax machines, postage meters, and some PCs.
  • Performs filing duties, which may include purging and archiving old documents.
  • Performs duties of scanning, file conversion, and file naming.
  • Performs FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
  • Manages TOC (Table of Contents) first page of electronic file.
  • Performs duties that involve OCR (Optical Character Recognition) files to assist with keyword search.
  • Performs file formatting for printing/Excel files.
  • Responsible for interacting and providing professional-level support to executive-level end users at various levels, including legal secretaries, project managers, paralegals, associates, and partners.
  • Performs quality, accurate jobs/projects that may require tight deadlines and potentially high pressure.
  • Assists with coordinating projects that will be completed off-site (BIS or Smart Source).
  • Performs other duties as assigned.

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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