Beacon Hill’s client, an AmLaw 200 law firm, is seeking a temp Office Support Specialist for their Downtown Los Angeles office.  Interested candidates are encouraged to reply to this posting with an updated resume. Those selected for next steps in our process will be contacted by a recruiter.  We look forward to hearing from you!

Location:  Onsite in Downtown Los Angeles, CA (90071), 5 days a week

Hours - 9-5:30pm with a 1 hour lunch, occasional overtime

Duration – Approximately 4-5 months

Start Date – Likely November or December 2024

Job Summary

The Administrative Support Specialist performs operational duties under general supervision and with reliance upon established procedures and policies. The position serves as a member of the Operations Team to include areas of facilities, mail room, facsimile and purchasing, ordering of office supplies and Conference Service setups, food orders as needed.

Job Responsibilities

• Assists with creating, editing, formatting and troubleshooting legal documents, using various programs, including Microsoft Word, PowerPoint and Excel. Proofreads documents to ensure accuracy of copy, grammar, punctuation and correct formatting. Returns work to Secretary or Paralegal for final proof and return to attorney.
• Performs high volume copying on high-end equipment for customers per their specifications. Uses all other copier/duplicator/binding equipment as needed.
• Ability to produce binders and litigation kits is required.
• Coordinates workload with others in order to meet deadlines.
• Picks up from and delivers jobs to the client.
• Assists other duplicating clerks as needed.
• Responsible for mail delivery/distribution, end of day mailings and FedEx drop offs.
• Schedules routine maintenance on all copy machines and scanners. Performs basic maintenance on copy and scanning equipment in all copy centers and in duplicating center including clearing paper jams, cleaning surfaces and troubleshooting service issues.
• Stocks service centers and printer stations with paper weekly and/or as needed.
• Establishes and maintains good working relations with clients, coworkers, and administrative personnel.
• Performs weekly visual inspections of copying and scanning equipment to identify service issue or damage.
• Makes efficient use of firm resources.
• Enters all work into BillBack and checks for accuracy.
• Identifies ways and means to reduce costs of operations and/or to increase service, timeliness and quality.
• Coordinates client mailings and distributions, as needed.
• Maintains electronic filing systems in compliance with firm guidelines and office policy to ensure accurate and efficient retrieval of data.
• Receives and screens telephone calls in a manner consistent with office policy and attorney preference.  Provides telephone assistance and replies to incoming requests.
• Coordinates projects with secretaries, service departments and outside vendors, as appropriate.
• Maintains a log of all work performed using Track-It.
• Performs other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

• Demonstrated basic knowledge of MS suite of products such as Word, Excel, PowerPoint and Outlook.
• Knowledge of Adobe Acrobat, Word Styles, Track Changes, Table of Contents, Table of Authorities, Elite, InTapp, Interaction, and Chrome River a plus.
• Ability to exercise sound judgment and discretion as well as perform routine and non-routine tasks with care, attention to detail and efficiency.
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload. 
• Ability to communicate clearly and effectively, both orally and in writing with attorneys, staff, vendors, and external contacts.
• Must possess a thorough command of the English language, including excellent spelling, grammar and punctuation.
• Ability to provide quality client service to both internal and external contacts, regarding non-legal matters of a routine nature.
• Must possess the interpersonal skills necessary to communicate information with tact and courtesy as well as follow instructions effectively from a diverse group of clients, attorneys and staff.
• Ability to accurately type a minimum of 50 words per minute.
• Basic knowledge of standard office equipment including copy, fax and scanning machines.
• Ability to work overtime hours as requested.
• Ability to safely lift, move and carry items without assistance, weighing up to 25 lbs.

Education

The position requires an AA/BA/BS degree or equivalent specialized training.

Experience

The position requires a minimum of five (5) years of related experience in a Copy Center.  Prior law firm experience or other related Copy Center Services Industry experience preferred.