Office Services Specialist - (Onsite)

US Job Description Firm Information Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters. Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities. Position Summary This position is responsible for the reproduction of documents accomplished by operating high speed and color copiers, performing various binding jobs, and meeting deadlines. This position is also responsible for preparing, sending and receiving hand-delivered packages, UPS and Federal Express packages. This role assumes supervisory duties as dictated, must work as a team player and leader, maintain good communication with attorneys, paralegals, secretaries and other service departments and staff, prioritize workflow, and oversee use of outside vendors for overflow work. This position will also assist in sorting and distributing incoming and interoffice mail. Job Duties and Responsibilities Reproduce documents on high volume copiers / duplicators, to include collating, binding, and inserting number or letter tabs. Clock in and prioritize all incoming jobs. Key client / matter numbers into the cost accounting system and backup system as necessary. Bind documents in various styles and operate paper drill and cutter equipment. Quality check the copies produced and keep appropriate logs and records. Communicate with attorneys, paralegals, and secretaries. Place service calls with vendors and be able to interact with technicians for equipment within the department and convenience copiers in the building Assist in oversight and distribution of overflow work to outside vendors. Send facsimile transmissions and operate mail machinery. Assist in sorting and distributing incoming and interoffice mail and handling nightly mail drops. Prepare, send, receive and trace hand deliveries, Federal Express packages and UPS packages. Assist in ordering and stocking supplies for the department, in addition to ensuring the convenience and printer areas are stocked with supplies. Assist with office relocations to include lifting and moving boxes, furniture and equipment. Assist in testing and evaluating new equipment being considered for the Firm. Answer telephones and act as central point of contact for the department. Monitor supply inventory levels and reorder supplies as necessary, including kitchen / pantry supplies, paper and general office supplies. Coordinate with other offices services staff to prioritize workflow and handle problems that may arise. Assist with invoice control / review as assigned by manager or designee. Handle facility issues / requests with the building or vendors as needed. Cross-train with other departments (hospitality, records) as assigned by manager or designee. Perform other duties as required. Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time. Requirements Education : High School Graduate or its equivalent Experience : Minimum of one-year of experience on high volume copiers. Experience in a law firm Office Services environment preferred. Skills : Must be able to understand and follow instructions, organize and prioritize workload, and use good judgment in decision making on how to adequately and efficiently meet all deadlines. Be able to program, operate and trouble shoot low / high speed and color copiers. Ability to work under pressure. Must display excellent customer service skills and a professional manner with clients, attorneys, paralegals, secretaries and other staff members. Must be able to make productive use of working hours and exhibit strong time management skills. Other Supervisory Responsibilities : None. Equipment To Be Used : Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc. Essential Job Functions : Ability to manage stress associated with a fast-paced work environment, including handling the demands of multiple tasks on a daily basis. Ability to work effectively as part of a team, make sound judgment decisions, and handle daily responsibilities with minimal supervision. Ability to adapt to changing work situations and quickly grasp and apply new ideas. Ability to interact and build effective working relationships with individuals at all levels within the firm, as well as with external contacts such as vendors. Requires normal range of hearing and vision. Ability to stand, bend, stoop, and reach continuously throughout the workday. Ability to lift up to 50 pounds or more as needed. Ability to demonstrate manual dexterity sufficient to operate standard office equipment, including high-speed copiers (and clear jams as they occur), binding equipment, paper drills, paper cutters, and cost accounting systems. Working Conditions : Works in a typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor. Pay Ranges : This represents the presently anticipated low and high end of Reed Smith’s pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience. This is a non-exempt position. The hourly wage range for this role is $26.35 to $30.20, with an estimated annual compensation range of $48,000 to $55,000, based on a standard 35-hour workweek. Employee Benefits Overview Our comprehensive benefits package includes : 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) College Savings Plan Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan. Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms.