Office Services Lead

SmartRecruiters, Inc.; Palo Alto (CA); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

401(k) with company match

Paid time off

Job summary

RRD, a leading provider of marketing, packaging, print, and business services, seeks an organized Office Services Lead for a law firm site. You will supervise 3–5 staff, manage reprographics, reception, mail, hospitality, and office support while upholding service excellence.

The ideal candidate has supervisory experience, strong communication skills, and a hands-on approach to developing people, improving processes, and delivering an exceptional workplace experience in a fast-paced,

Qualifications

• Must have 3+ years in office services preferably in a legal or large corporate environment.
• Experience leading employees in process and policy adherence and time/absence tracking.
• Able to curate workflows to meet fast deadlines with multiple requests.
• Proficient in Microsoft Office and general office software/equipment.
• Strong written and verbal communication, client-facing professionalism.

Responsibilities

• Lead a team of 3–5 employees and direct workflow across reprographics, reception, mail services, hospitality, and general office support.
• Monitor timekeeping and attendance; ensure system accuracy and policy compliance.
• Communicate with staff, manager, and clients on deadlines and issues; escalate problems when needed.
• Manage client concerns and solve problems per policies; ensure outstanding service.
• Coordinate job intake, assign tasks, prioritize work, and delegate duties.
• Maintain client relationships and produce regular reports; support large or complex projects.
• Train new employees on policies and procedures; uphold SOPs.

Skills

Leadership

Supervisory experience

Communication skills

Time management

Customer service

Problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Office equipment

Job description

• Compensation: USD 20.53 - USD 28.7 - hourly

Company Description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision‑making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

We are seeking a highly organized and customer‑focused Office Services Lead to oversee the day‑to‑day delivery of office services operations within a leading law firm. In this role, you will lead a team of 3‑5 employees, directing workflow across key service areas including reprographics (printing, scanning, and copying), reception, mail services, hospitality, and general office support. You will be responsible for ensuring service excellence, managing priorities, resolving operational issues, and building strong relationships with both clients and team members.

The ideal candidate will have proven supervisory experience, strong communication and leadership skills, and a hands‑on approach to supporting a growing team. Experience in office services, corporate reception, and reprographics is essential, as is the ability to manage multiple requests, maintain high quality standards, and thrive in a fast‑paced, client‑facing environment. This is an excellent opportunity for a service‑driven leader who enjoys developing people, improving processes, and delivering an exceptional workplace experience.

Contract: Permanent, full time

Shifts: 40 hours per week, Monday‑Friday, 8am‑5pm with a 1-hour unpaid lunch break

Work model: Fully onsite

Job duties

• Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures
• Communicate with direct reports, manager and client on job or deadline issues
• Immediately escape operational problems or issues to Supervisor or Manager
• Handle client concerns and be able to problem‑solve resolutions in accordance with policies and procedures
• Intake jobs by being able to interpret and understand all manners of client request, and coordinate workflow within the team, prioritizing jobs and delegating duties to associates
• Ensure team provides outstanding service to client, while building strong customer relationships
• Produce required reports on schedule
• Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
• Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction
• Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines
• Assess incoming requests selecting the best equipment and/or resources for successful completion
• Make sure team follows standard operating procedures
• Train new employees on policies and procedures
• Load copiers with paper and toner as needed
• Maintain all logs and reporting documentation as required
• Additional duties may include client or manager requests, such as setting‑up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check‑in, support large or complex projects, immediate client requests, etc.
• Must be able to lift up to 50 lbs. on a regular basis
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost‑efficient manner

Qualifications

• High school diploma or equivalent
• Minimum of 3 years’ experience in office services preferably in a legal, banking or large corporate environment
• Experience leading employees in areas of process and policy adherence, and time and absence tracking
• Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously
• Intermediate computer skills required, generally using Microsoft Office
• Familiar with procedures, software and equipment supporting applicable to service lines
• Ability to cultivate and maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills
• Attention to detail with emphasis on accuracy and quality
• Ability to handle sensitive and/or confidential documents and information
• Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions
• Ability to make independent decisions and use problem‑solving skills and in line with appropriate standards/procedures
• Excellent problem‑solving skills, with the ability and understanding of when to escape a problem to a supervisory level
• Must be able to interact effectively with multi‑functional and diverse backgrounds in a fast‑paced, team environment
• Must be self‑motivated with positive can‑do attitude

Additional Information

The salary range for this role at the noted RRD location is $20.53 - $28.70 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call‑in, and/or stand‑by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre‑employment background and drug screen.

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre‑employment background and drug screen.