Office Services Specialist

Squire Patton Boggs is one of the world's strongest integrated legal practices. With over 1,500 lawyers spanning more than 40 offices across four continents, the firm is renowned for its local connections and global influence, delivering comprehensive legal services across North America, Europe, the Middle East, Asia Pacific, and Latin America. Reporting to the Office Services Manager, the Office Services Specialist is responsible for executing the daily activities of the Office Services Department. The responsibilities include sorting and distributing mail, copying, scanning, faxing, binding, shredding, operating postage equipment, and maintaining all Office Services equipment. The Office Services Specialist will also assist with conference services responsibilities as requested. Regular attendance and timeliness are required, as well as physical presence at the office. This role requires schedule flexibility including evening and weekend hours to accommodate special projects that may arise. Copy, Print & Document Production Operate and maintain high-volume multifunction printers and finishing equipment Process legal document production requests, including trial binders, closing books, and presentation materials Perform scanning, OCR, electronic file conversions, and document assembly Bind, tab, label, and prepare court‑ready materials under tight deadlines Troubleshoot basic equipment issues and elevate service needs as appropriate Monitor and replenish production supplies Process all incoming photocopy projects from written and/or verbal instructions Scan materials for attorneys, clients, and staff Record expense charges to clients and departments for photocopies, supplies, etc. Ensure that copy and supply rooms are kept clean and stocked with supplies Inventory supplies such as paper, toner, binding materials, etc., and place supply orders accordingly Mail Distribution Receive, sort and deliver incoming mail, packages, and other assorted documents to and from pick‑up locations within the office at regularly scheduled intervals Deliver overnight packages to intended recipients upon arrival Process outgoing mail, certified mail and express shipments (FedEx, UPS, USPS, courier services) Maintain shipping logs for incoming and outgoing FedEx, UPS, DHL, USPS and other special deliveries Ensure appropriate billing of expenses on postage, overnight packages and other special delivery items to the client, practice group or firm administrative department Oversee the daily collection and preparation of all overnight courier items to the firm's branch offices Maintain an adequate stock of mailing and office supplies Ensure that all in‑house mailboxes are properly labeled with the name of the attorney or staff member, and that such labels are promptly updated to assist placement and prompt delivery of mail Process outgoing U.S. Mail by weighing letters and parcels, affixing the correct amount of postage and delivering mail to appropriate drop‑off location in the building or to the U.S. Post Office Operate and maintain the postage machine, ensure adequate daily operation and, if necessary, call service contractor for repairs Comply with the U.S. Postal Service requirements and ensure that the meter is inspected by the Post Office Order mail supplies from the U.S. Post as needed Conference Room Set‑up Assist with arranging conference rooms (tables, chairs, equipment) for meetings and events Support catering arrangements and refreshment services for meetings and client events Other Duties as Specified Stock coffee supplies in all floor pantries daily Accept orders from supply vendors and ensure orders and invoices are correct Complete work with other staff departments and/or other offices as needed Communicate regularly with supervisor about department issues, workload, etc. Assist other members of the department as required Requirements High school diploma or GED, a minimum of three months related experience or an equivalent combination of education and experience. A good communicator with strong attention to detail skills is required. Must be able to lift boxes that could weigh up to 50 lbs. We offer comprehensive benefits, including health, dental, life, 401(k) and other benefits. The salary range for this position is $50,000 – $63,000 per year, depending on skills and experience. Squire Patton Boggs is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion or creed, sex, national origin, citizenship status, sexual orientation, gender identity, disability, veteran status or any other condition protected by applicable law. This non‑discrimination policy applies to all aspects of employment. #J-18808-Ljbffr Squire Patton Boggs