Support Services Specialist - Whiteford, Taylor & Preston LLP : Job Details

Job Title: Support Services Specialist

Location: Richmond, VA

Job Type: Full-Time, Non-Exempt

About Us:

We are a growing business and litigation law firm with approximately 200 attorneys in the Mid-Atlantic region. Our team's dedication to excellence has established us as a leader in the legal industry. We are currently seeking a highly skilled and experienced Support Services Specialist to support our Richmond Office.

Job Description:

The Support Services Specialist, under the supervision of the Office Administrator, is responsible for providing a wide variety of hands-on support tasks which may include one or more of the following areas of responsibility: ordering monthly office and kitchen supplies; copy, production, and scanning projects; daily mail and shipping; file and records support; hospitality assistance with conference room set up and scheduling; receptionist backup, and facilities support.

Key Responsibilities:

Legal Service Support:

• Interact and provide professional level support to legal assistants, firm administration, paralegals, associates, and partners.
• Complete copy, production, scanning projects according to required deadlines utilizing equipment such as: paper cutter, hole driller, bindery equipment, and electric stapler.
• Operate and maintain all office equipment including high volume copy machines, fax services, and postage meter.
• Manage distribution of all incoming USPS, FedEx, and UPS mail and packages.
• Request records or files from off-sight storage and assist Legal Administrative Assistants with file closing process.

Equipment, Facilities, and Inventory Management:

• Act as the primary point of contact between the local office and central IT department to ensure that all tech-related issues and requests are addressed promptly.
• Maintain logs and records for tracking, management reports, inventory, and ordering of supplies.
• Stock and organize all copy rooms and printer stations with adequate supplies ensuring all areas are neat and orderly.
• Check printers and multi-function equipment regularly to clear errors or paper jams and replace toner for optimum operation.
• Straighten, organize, and manage all common areas including conference rooms.
• Assist with box moves, office moves, and occupant moves.
• Serve as point of contact for facility maintenance issues.
• Assist with light maintenance and occasional cleaning duties.

Kitchen and Pantry:

• Keep the kitchen and pantry clean, orderly, and well-stocked throughout the day.
• Clean refrigerators in kitchens monthly and monitor dishwashers.

Backup and Additional Support:

• Serve as backup to and relieve the Receptionist for breaks and lunch hours.
• Provide occasional Legal Administrative support.
• Perform various other duties as assigned by the Office Administrator.

Education and Experience:

• High school diploma or equivalent.
• Two or more years of work experience in a professional environment.

Skills and Abilities:

• Possess a high level of professionalism, interpersonal etiquette, and customer service skills.
• Proficient with MS Office Outlook, Word, and Excel, and an aptitude for learning other office-related software.
• Excellent communication skills.
• Ability and willingness to work cooperatively and professionally with co-workers and the Office Administrator.
• Flexibility in work schedule, including availability to work overtime as needed.

What We Offer:

• A competitive salary and benefits package.
• Opportunities for professional growth and development within a dynamic and supportive environment.
• A collaborative culture that values innovation, integrity, and inclusivity.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.