Office Services Specialist

Reed Smith LLP; New York (NY); On-site; USD 48,000 - 55,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Medical Insurance

Paid Time Off

Job summary

Reed Smith LLP is seeking a detail-oriented office services professional to reproduce documents on high-volume copiers and manage daily workflows. The role requires organizing, prioritizing, and coordinating with attorneys, paralegals, and secretaries to ensure accurate and timely delivery of materials.

Responsibilities include supervising overflow work with vendors, handling mail and package logistics, and assisting with supplies and office relocations as needed.

Qualifications

• High School Graduate or equivalent.
• Experience operating high-volume copiers is preferred.
• Strong ability to follow detailed instructions and maintain logs.

Responsibilities

• Reproduce documents on high-volume copiers/duplicators with accuracy.
• Clock in and prioritize all incoming jobs.
• Coordinate with attorneys and staff to ensure timely delivery of copies.

Skills

Attention to detail

Organizational skills

Ability to follow instructions

Decision making

Customer service

Time management

Communication

Education

High School Diploma

Tools

Copiers

Fax machine

Job description

Position Summary

Reproduction of documents using high-speed and color copiers.

Additional Responsibilities

• Preparing, sending, and receiving hand-delivered packages, UPS, and Federal Express packages
• Assisting with sorting and distributing incoming and interoffice mail

Role Overview

• Assumes supervisory duties as needed
• Works as a team player and leader
• Maintains communication with attorneys, paralegals, secretaries, and other staff
• Prioritizes workflow
• Oversees use of outside vendors for overflow work

Job Duties And Responsibilities

• Reproduce documents on high-volume copiers/duplicators, including:
  • Collating
  • Binding
  • Inserting number or letter tabs
• Clock in and prioritize all incoming jobs
• Key client/matter numbers into cost accounting and backup systems
• Bind documents in various styles and operate:
  • Paper drill
  • Cutter equipment
• Quality check copies and maintain logs and records
• Communicate with attorneys, paralegals, and secretaries
• Place service calls and coordinate with vendors and technicians
• 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, including nightly mail drops
• Prepare, send, receive, and trace:
  • Hand deliveries
  • Federal Express packages
  • UPS packages
• Assist in ordering and stocking supplies, including:
  • Department supplies
  • Printer and convenience areas
• Assist with office relocations, including lifting and moving:
  • Boxes
  • Furniture
  • Equipment
• Assist in testing and evaluating new equipment
• Answer telephones and serve as a central point of contact
• Monitor inventory levels and reorder supplies as needed
• Coordinate with other office services staff to prioritize workflow and resolve issues
• Assist with invoice control and review as assigned
• Handle facility issues and vendor requests
• Cross-train with other departments (hospitality, records)
• 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 equivalent

Experience

• Minimum of one year of experience on high-volume copiers
• Law firm office services experience preferred

Skills

• Ability to understand and follow instructions
• Ability to organize and prioritize workload
• Strong decision-making and judgment skills
• Ability to program, operate, and troubleshoot copiers
• Ability to work under pressure
• Strong customer service and professional communication skills
• Strong time management and productivity skills

Other

Supervisory responsibilities

• None

Equipment To Be Used

• Personal computer
• Telephone, calculator, fax machine, copier, scanner, and other standard office equipment

Essential Job Functions

• Ability to manage stress in a fast-paced environment
• Ability to handle multiple tasks daily
• Ability to work independently and as part of a team
• Ability to adapt to changing work situations
• Ability to build relationships with internal and external stakeholders
• Requires normal range of hearing and vision
• Ability to stand, bend, stoop, and reach throughout the workday
• Ability to lift up to 50 pounds or more
• Ability to operate high-speed copiers and related equipment

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

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

• 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.

Equal Opportunity Employer

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.