Office services specialist job description
Updated March 14, 2024
10 min read
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Example office services specialist requirements on a job description
Office services specialist requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in office services specialist job postings.
Sample office services specialist requirements
- Proficient in Microsoft Office Suite
- Excellent written and verbal communication skills
- Ability to prioritize and manage multiple tasks simultaneously
- Attention to detail and high level of accuracy
- Strong organizational and time management skills
Sample required office services specialist soft skills
- Positive attitude and ability to work well in a team environment
- Strong interpersonal skills and ability to build relationships with clients and colleagues
- Flexibility and willingness to adapt to changing priorities and workloads
- Customer service oriented and focused on providing excellent service to internal and external customers
- Ability to maintain confidentiality and handle sensitive information with discretion
Office services specialist job description example 1
Fisher & Phillips Llp office services specialist job description
Fisher Phillips, a national employment and labor law firm, is seeking a Receptionist/Office Services Specialist for its Charlotte office. Our range of experience enables us to bring efficient and practical solutions to today's labor and employment law problems. For more information about the firm, please visit us at our website at www.fisherphillips.com.
Primary Responsibilities
Answer phones and transfer calls to the appropriate employees, including occasionally taking messages and ensuring that they are routed to the appropriate person. Accept and sign for packages; and distribute mail. Set up conference rooms. Process all incoming faxes including sending notification email to recipient upon receipt, log and distribute fax. Maintain office calendar system, including scheduling and setting up conference rooms. Maintains a pleasant appearance at the reception area and lobby. Overflow secretarial projects, including but not limited to, timesheet entry, preparing and editing documents. Fill all copiers/printers daily and arrange for servicing of the office equipment. Responsible for ensuring the library is up to date. Coordinate sending documents off site and entering box information into its database Circulate Courthouse news daily. Greets all visitors to the office in a friendly and helpful manner. Maintains knowledge of each attorneys' preferences in conveying various information to guests or callers. Other administrative, general office and clerical projects duties as assigned.
Personal Attributes
Possesses a strong understanding and abides by the policies and procedures of the firm and local office. Maintains an exceptional customer service attitude and demeanor at all times. Flexible and willing to pitch in wherever needed; always reflects a "can do" attitude. Takes ownership; gets the job done without the need for prodding or supervision. Demonstrates a positive attitude and is approachable. Adapts well to fluctuations in workload and changes in responsibilities Maintains a professional demeanor in high-stress situations. Displays good judgment in handling confidential information. Is effective at limiting excessive socializing. Contributes to an atmosphere of teamwork and congeniality. Effectively and professionally communicates with clients, opposing counsel, vendors, and firm personnel through concise and accurate written communications. Exhibits confident and professional verbal communication skills. Keeps appropriate people informed of the status of projects, work and deadlines. Answers questions clearly and thoroughly.
Skills and Abilities
iManage or other comparable document management system, Word, Outlook, PowerPoint, Concur, and Excel. Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent. Communication: Possess excellent verbal and written communication skills. Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments. Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently. Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure. Team Work: Contribute to building a positive team spirit; support everyone's efforts to succeed. Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer. Ability to work under pressure and balance multiple and competing priorities. Ability to lift at least 50 lbs.
Minimum Qualifications
Minimum of a high school diploma required (College degree is preferred, but not required). Minimum of five years of experience as a receptionist required.
Benefits
Fisher Phillips offers a comprehensive benefits package for staff that includes medical, dental, and vision benefits, paid time off, paid holidays, 401(k) and profit sharing, life insurance, long-term disability, and an employee assistance program. We also offer optional benefits such as critical care, accident and hospital indemnity insurance, a student loan refinancing program, life insurance for dependents, and pet insurance.
No relocation costs. Principals only; no calls please.
We are committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex (including childbirth, breast feeding and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability or any other protected status in accordance with all applicable federal, state and local laws.
Primary Responsibilities
Answer phones and transfer calls to the appropriate employees, including occasionally taking messages and ensuring that they are routed to the appropriate person. Accept and sign for packages; and distribute mail. Set up conference rooms. Process all incoming faxes including sending notification email to recipient upon receipt, log and distribute fax. Maintain office calendar system, including scheduling and setting up conference rooms. Maintains a pleasant appearance at the reception area and lobby. Overflow secretarial projects, including but not limited to, timesheet entry, preparing and editing documents. Fill all copiers/printers daily and arrange for servicing of the office equipment. Responsible for ensuring the library is up to date. Coordinate sending documents off site and entering box information into its database Circulate Courthouse news daily. Greets all visitors to the office in a friendly and helpful manner. Maintains knowledge of each attorneys' preferences in conveying various information to guests or callers. Other administrative, general office and clerical projects duties as assigned.
Personal Attributes
Possesses a strong understanding and abides by the policies and procedures of the firm and local office. Maintains an exceptional customer service attitude and demeanor at all times. Flexible and willing to pitch in wherever needed; always reflects a "can do" attitude. Takes ownership; gets the job done without the need for prodding or supervision. Demonstrates a positive attitude and is approachable. Adapts well to fluctuations in workload and changes in responsibilities Maintains a professional demeanor in high-stress situations. Displays good judgment in handling confidential information. Is effective at limiting excessive socializing. Contributes to an atmosphere of teamwork and congeniality. Effectively and professionally communicates with clients, opposing counsel, vendors, and firm personnel through concise and accurate written communications. Exhibits confident and professional verbal communication skills. Keeps appropriate people informed of the status of projects, work and deadlines. Answers questions clearly and thoroughly.
Skills and Abilities
iManage or other comparable document management system, Word, Outlook, PowerPoint, Concur, and Excel. Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent. Communication: Possess excellent verbal and written communication skills. Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments. Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently. Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure. Team Work: Contribute to building a positive team spirit; support everyone's efforts to succeed. Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer. Ability to work under pressure and balance multiple and competing priorities. Ability to lift at least 50 lbs.
Minimum Qualifications
Minimum of a high school diploma required (College degree is preferred, but not required). Minimum of five years of experience as a receptionist required.
Benefits
Fisher Phillips offers a comprehensive benefits package for staff that includes medical, dental, and vision benefits, paid time off, paid holidays, 401(k) and profit sharing, life insurance, long-term disability, and an employee assistance program. We also offer optional benefits such as critical care, accident and hospital indemnity insurance, a student loan refinancing program, life insurance for dependents, and pet insurance.
No relocation costs. Principals only; no calls please.
We are committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex (including childbirth, breast feeding and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability or any other protected status in accordance with all applicable federal, state and local laws.
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Office services specialist job description example 2
Holland & Knight office services specialist job description
As an Office Services Specialist, you will play a role in providing constant assistance to all attorneys and staff in the daily operation of the firm and coordinate workflow under the direct supervision of Office Manager.
Key Responsibilities Include:
Sort and distribute incoming and outgoing mail. Process all mail collected throughout the day and deliver to main post office. Deliver incoming hand deliveries internally and deliver outgoing hand deliveries as requested. Move boxes and files; move office equipment such as computers. Special projects or assistance which may include working on mass mailings, working attorney functions such as receptions or parties, etc. Collect and process courier packages (FedEx, UPS) and enter into the computer, preparation for pick up; take to vendor each evening. Perform scanning, printing, copying and binding services as necessary and maintain copies as needed. At the direction of other staff, create binders for trial or client specific projects. Assist with monitoring and ordering of office supplies. Special projects and additional duties as assigned.
Qualifications:
1-3 years' experience. Good communication skills needed to effectively deal with attorneys and staff. Organizational skills; ability to prioritize workloads. Ability to remain calm under pressure and think clearly during a crisis. Ability to lift heavy objects. Ability to operate equipment such as scale and postage meter, Multi-function devices, etc. Must be physically capable of moving boxes and or furniture weighing a minimum of 30 pounds.
Minimum Education:
Bachelor's Degree
Benefits:
Four weeks paid time off per year, increasing every 5 years; ten paid holidays per year; comprehensive health (PPO and HDHPs), dental and vision plans including for domestic partners; life and AD&D insurance; short and long term disability insurance; FSA or HSA for medical; dependent care FSA; AFLAC and umbrella coverage available; Employee Assistance Program; 401(k) Plan, with profit sharing components; pre-tax transit and parking program; up to 12 weeks disability/parental leave; backup child/adult care/senior care planning through Care@Work; Rethink Benefits.
Benefits may vary by position and office.
Holland & Knight is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran or any other protected class.
Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information for Holland & Knight LLP's privacy policies.
Key Responsibilities Include:
Sort and distribute incoming and outgoing mail. Process all mail collected throughout the day and deliver to main post office. Deliver incoming hand deliveries internally and deliver outgoing hand deliveries as requested. Move boxes and files; move office equipment such as computers. Special projects or assistance which may include working on mass mailings, working attorney functions such as receptions or parties, etc. Collect and process courier packages (FedEx, UPS) and enter into the computer, preparation for pick up; take to vendor each evening. Perform scanning, printing, copying and binding services as necessary and maintain copies as needed. At the direction of other staff, create binders for trial or client specific projects. Assist with monitoring and ordering of office supplies. Special projects and additional duties as assigned.
Qualifications:
1-3 years' experience. Good communication skills needed to effectively deal with attorneys and staff. Organizational skills; ability to prioritize workloads. Ability to remain calm under pressure and think clearly during a crisis. Ability to lift heavy objects. Ability to operate equipment such as scale and postage meter, Multi-function devices, etc. Must be physically capable of moving boxes and or furniture weighing a minimum of 30 pounds.
Minimum Education:
Bachelor's Degree
Benefits:
Four weeks paid time off per year, increasing every 5 years; ten paid holidays per year; comprehensive health (PPO and HDHPs), dental and vision plans including for domestic partners; life and AD&D insurance; short and long term disability insurance; FSA or HSA for medical; dependent care FSA; AFLAC and umbrella coverage available; Employee Assistance Program; 401(k) Plan, with profit sharing components; pre-tax transit and parking program; up to 12 weeks disability/parental leave; backup child/adult care/senior care planning through Care@Work; Rethink Benefits.
Benefits may vary by position and office.
Holland & Knight is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, protected veteran or any other protected class.
Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information for Holland & Knight LLP's privacy policies.
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Office services specialist job description example 3
Epiq office services specialist job description
Preferred Shift: 8:00 to 5:00
SUMMARY
A Service Specialist is part of a team that provides various administrative support to our clients which may include; copy, print, mail, hospitality, facilities and receptionist services.
RESPONSIBILITIES
- Mail Services includes metering, sorting, and distributing mail and accountable packages per schedule
- Copy Services includes accurately producing copy, print and scan projects per written instructions
- Reception includes answering incoming telephone calls and routing to the appropriate person, will greet and announce visitors in a friendly and professional manner
- Hospitality Services includes coordination and upkeep of client conference rooms, common areas and kitchens. Inspect and ensure that all rooms are clean, stocked with supplies and ready for continual use. Organize and distribute client kitchen supplies. Maintain inventory control and order supplies as needed
- Floor Coordination includes the upkeep of copy rooms and stocking of general supplies, delivery of paper, and basic daily maintenance
- Facilities Services may include hanging pictures, small office moves, cleaning services and communication with key client contacts regarding building/equipment concerns.
Job Requirements
- High School Diploma or GED
- Ability to multitask with attention to detail
- Ability to resolve issues with professionalism and tact
- Ability to lift or move 40 lbs. or greater
- Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
- Ability to walk, bend, kneel, stand, or sit for an extended period of time
- Successful candidates must be fully vaccinated from COVID 19 as a condition of employment prior to the start date.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
It is Epiq's policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual's race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq's policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.
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Updated March 14, 2024
Updated March 14, 2024