Office Services Specialist

Office Services Specialist
4+ Months (Temp to Hire)
Palo Alto CA (Onsite)
M-F 10 AM TO 07 PM

Overview

Office Services Specialist is responsible for supporting daily business center operations, delivering exceptional customer service, and ensuring a professional client experience. This role involves managing conference room services, administrative support, mail and shipping functions, document services, and front-office operations while effectively handling multiple priorities in a fast-paced environment.

Responsibilities

• Welcome clients, visitors, and guests while providing outstanding customer service and professional support.
• Manage conference room scheduling, setup, and coordination to ensure seamless meetings and events.
• Serve as the primary point of contact for business center requests and client inquiries.
• Perform administrative tasks including data entry, document preparation, filing, and record maintenance.
• Coordinate mail distribution, shipping, receiving, and package handling activities.
• Process copy, print, scanning, and document management requests accurately and efficiently.
• Operate and troubleshoot copiers, printers, scanners, and other office equipment.
• Utilize document management, workflow, and cost-recovery systems to support business operations.
• Verify incoming shipments, inspect packing slips for accuracy, and maintain inventory records as needed.
• Ensure business center facilities remain organized, professional, and client-ready at all times.
• Communicate effectively with clients, vendors, and internal team members to resolve issues and fulfill requests.
• Prioritize multiple assignments while meeting deadlines and maintaining service quality.
• Follow company procedures for mail handling, shipping, receiving, and office operations.
• Support special projects and additional administrative duties as assigned.

Qualifications

• High School Diploma or GED required.
• 1 2 years of related customer service, administrative, or business center experience required.
• Minimum 2 years of legal industry experience highly preferred.
• Strong customer service, communication, and interpersonal skills.
• Experience with copy, print, scanning, and document services preferred.
• Working knowledge of office equipment, including copiers, printers, and scanners.
• Understanding of shipping and receiving procedures.
• Basic technical and troubleshooting skills.
• Ability to work independently, stay organized, and manage multiple priorities.
• Strong attention to detail and problem-solving abilities.
• Valid driver's license and required auto insurance coverage may be required.
• Ability to stand and walk for extended periods throughout the workday.
• Ability to lift and move materials weighing up to 30 pounds.
• Ability to perform duties in a fast-paced office environment with frequent client interaction.
• Temporary position with the potential for permanent conversion after 90 days based on performance.
• Excellent attendance, reliability, professionalism, and a client-focused approach are essential for success in this role.