Senior On-Site Service Specialist
Aston Carter
Posted Tuesday, May 5, 2026
Posting ID: JP-006005986
Job Title: On-Site Service Specialist
Job Description
The On-Site Service Specialist oversees mailroom and print operations within a high-profile law firm, ensuring timely and accurate mail scanning, shipping and receiving, and document production for court binders, trials, and mediations. This role manages high-volume copying, printing, imaging, and mail systems while supervising a small team and maintaining exceptional customer service and professional presentation. It is a hands-on, operations-focused position and is not a paralegal or administrative assistant role.
Responsibilities
- Lead daily operations in the mail and print room, supporting a high-profile law firm with mail scanning, shipping and receiving, and legal document printing for court binders, trials, and mediations.
- Supervise approximately three employees performing legal mail scanning, print production of legal documents, facility walks, shipping and receiving, and daily reporting.
- Operate high-volume copy machines and perform binding and finishing work, including the use of shrink-wrap machines, paper cutters, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales.
- Operate high-volume document imaging systems and related document image handling software to scan, process, and manage legal and office documents.
- Use Microsoft Office and email systems to open, send, retrieve, save, and transfer PC files in accordance with established protocols.
- Access and work within document management systems following established procedures to ensure accurate document handling and storage.
- Ensure convenience copiers and multifunction devices (MFDs) operate properly by conducting daily quality inspections, clearing paper jams, and notifying technicians of specific issues.
- Maintain accurate records for management reports, including meter readings, service logs, and inventories of supplies required for print, mail, and office services.
- Distribute office supplies, fax transmissions, and mail to firm personnel and designated drop-off points in a timely and organized manner.
- Calculate charges for print, copy, and imaging jobs, and maintain billing logs as required.
- Respond to and coordinate all service calls from internal customers, providing updates on job status and feasibility and ensuring prompt resolution.
- Deliver completed print and mail jobs to predetermined locations within and, when needed, between buildings.
- Perform filing duties, including purging and archiving old documents in line with firm guidelines and retention practices.
- Support shipping operations by preparing, packaging, and processing outbound materials and handling incoming shipments, ensuring accurate tracking and distribution.
- Perform duties related to receiving materials, including checking deliveries, logging items, and routing them to the correct recipients or storage areas.
- Ensure copier and mail areas remain neat, organized, and well stocked with paper, toner, and other necessary supplies.
- Assist with meeting and conference room setups, including arranging furniture and equipment as requested.
- Conduct facility walks to identify and address basic facilities needs and coordinate with vendors or facilities teams as required.
- Perform light maintenance duties such as re-lamping and minor adjustments, and occasional cleaning tasks to maintain a professional environment.
- Serve as backup to hospitality services by supporting catered food setups, and replenishing beverages and snacks when needed.
- Cover reception for breaks as required, providing a high level of professional presentation and telephone etiquette.
- Support building occupant moves within assigned facilities, including moving materials or equipment as requested.
- Travel between buildings on foot as needed to complete deliveries, facility checks, or other assigned tasks.
- Provide excellent customer service, answering questions about job status, print and mail capabilities, and service options.
- Maintain a customer-first approach, demonstrating initiative, reliability, and leadership in day-to-day operations.
- Perform other duties as assigned to support office services, print production, mailroom operations, and facilities support.
- Work periodic overtime, including some nights and weekends, and respond to occasional off-hour emergencies when required.
Essential Skills
- High school diploma or GED.
- 1–2 years of experience in a related field such as office services, print production, or mailroom operations, or equivalent experience.
- Previous experience in office services and print production within a professional environment, ideally including mailroom responsibilities.
- Ability to operate high-volume copy machines and multifunction devices (MFDs).
- Ability to operate high-volume document imaging systems and document image handling software.
- Proficiency with Microsoft Office applications and email systems for file handling and communication.
- Good PC skills, including opening, saving, transferring, and managing files according to established protocols.
- Strong customer service skills with a customer-first approach.
- Good organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
- Mathematical skills sufficient to calculate job charges and maintain accurate billing logs.
- Filing skills, including purging and archiving documents.
- Ability to use common office machines and technical equipment such as calculators, fax machines, postage meters, and basic hand tools.
- Physical ability to perform extensive walking, including stairs, and to stand, bend, reach, stretch, and climb for extended periods.
- Ability to lift or move items weighing up to approximately 50–55 pounds and push or pull wheeled machines that may weigh up to approximately 700 pounds.
- Ability to supervise and guide a small team in mailroom, print production, and facility support functions.
Additional Skills & Qualifications
- Experience working in a law firm environment, particularly in office services, print production, and mailroom roles.
- Experience as a mailroom associate handling legal mail scanning, shipping, receiving, and document distribution.
- Familiarity with producing legal documents for binders, contracts, trials, and mediations.
- Experience with hospitality support, including catered food setups and beverage and snack replenishment.
- Experience acting as a vendor liaison and coordinating with external service providers for equipment or facilities needs.
- Experience with facility assistance, including facility walks and reporting issues.
- Comfort using equipment such as a 3-hole drill and other bindery tools.
- Self-starter mindset with demonstrated leadership qualities and the ability to work independently with minimal supervision.
- Strong communication skills, including professional telephone etiquette and front-desk interaction when covering reception.
- Valid driver’s license and minimum levels of auto insurance may be required, depending on site policies.
Work Environment
This role is based on-site in a professional office environment at a large law firm, with adequate lighting, ventilation, and typical office noise levels. The position is highly active and involves extensive walking, including between buildings and up and down stairs, as well as long periods of standing, bending, reaching, stretching, and occasional climbing. The work includes handling and moving materials up to approximately 50–55 pounds and pushing or pulling wheeled machines that may weigh up to approximately 700 pounds for repositioning and repairs. You will work primarily with high-volume copiers, multifunction devices (MFDs), document imaging systems, document management software, Microsoft Office and email, fax machines, postage meters, calculators, and various bindery and finishing equipment such as shrink-wrap machines, paper cutters, hole drills, joggers, tape machines, stackers, and electric staplers. The environment requires regular interaction with legal professionals and staff, and calls for a polished, service-oriented demeanor. Dress is business professional casual, typically including a collared shirt and dark pants. Standard office hours apply, with the expectation of periodic overtime on nights and weekends, as well as occasional off-hour emergency response. Parking support may include partial reimbursement for parking expenses. The culture emphasizes reliability, professionalism, strong customer service, and a hands-on approach to office services, print production, mailroom operations, and facilities support.
Job Type & LocationThis is a Contract to Hire position based out of San Francisco, CA.
Pay and BenefitsThe pay range for this position is $21.28 - $26.95/hr.
Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
This is a fully onsite position in San Francisco,CA.
Application DeadlineThis position is anticipated to close on May 9, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
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