Legal Records Lead

About the role

The role of Senior Service Specialist at Opensity Solutions is responsible for delivering high-level administrative and operational support services across client environments, ensuring exceptional service delivery and client satisfaction. This role supports a variety of service functions including mail, copy, print, hospitality, facilities, reception, and office support operations.

The Senior Service Specialist serves as a key on-site resource, handling complex service requests, supporting day-to-day operations, and assisting with workflow coordination while maintaining professionalism, operational efficiency, and adherence to client standards.

Roles & Responsibilities

Administrative & Operational Support Services

• Provide administrative and operational support services including copy, print, scan, mail, reception, hospitality, facilities, and office coordination functions.
• Process copy, print, and scan requests accurately and efficiently in accordance with client instructions and quality standards.
• Sort, meter, distribute, and track incoming and outgoing mail, accountable packages, and courier deliveries according to established schedules and procedures.
• Maintain organization and readiness of office support areas, including copy rooms, supply areas, conference rooms, kitchens, and common spaces.

Reception & Client Service

• Serve as a professional first point of contact by greeting visitors, answering incoming calls, and directing inquiries appropriately.
• Deliver exceptional customer service while responding to client requests, questions, and operational support needs.
• Handle client concerns and service-related issues professionally, escalating matters as necessary to ensure timely resolution and client satisfaction.
• Maintain strong working relationships with clients, vendors, and internal stakeholders to support seamless service delivery.

Hospitality & Facilities Coordination

• Coordinate conference room setup, hospitality services, catering support, and meeting room readiness
• Monitor and replenish office and kitchen supplies while maintaining inventory control and ordering supplies as needed.
• Assist with basic facilities support including office moves, equipment coordination, hanging signage or pictures, and reporting building or maintenance concerns.
• Support overall office appearance and operational functionality to ensure a professional client environment.

Workflow Coordination & Quality Assurance

• Independently manage assigned production and operational tasks while meeting deadlines and maintaining service quality standards.
• Assist with prioritizing daily workflow activities to ensure operational efficiency and timely completion of requests.
• Monitor service activities and identify opportunities for process improvement, operational consistency, and enhanced client support.
• Ensure compliance with Opensity Solutions policies, safety procedures, confidentiality standards, and client-specific operational requirements.

Records Management & File Operations

• Register, create, organize, and maintain physical and electronic files within Records Management Systems (RMS).
• Track the circulation and movement of records to and from authorized client personnel while maintaining accurate records activity logs.
• Prepare inactive records for offsite storage, archiving, digitization, or secure disposition in accordance with established retention schedules and client requirements.
• Perform file culling, categorization, indexing, and records cleanup activities to support records management initiatives and operational efficiency.
• Assist with file transfers, matter mobility projects, retention initiatives, and records disposition activities as directed.
• Maintain accurate labeling, indexing, and metadata standards to ensure efficient retrieval and accessibility of records.

Knowledge, Skills & Attributes

• Strong customer service and interpersonal skills with a professional and client-focused demeanor.
• Excellent organizational and multitasking abilities with strong attention to detail.

Ability to work independently and manage multiple operational responsibilities in a fast-paced environment.

• Strong verbal and written communication skills.
• Proficiency in Microsoft Office applications including Word, Outlook, and Excel.
• Ability to problem solve and resolve service-related issues with professionalism and tact.
• Ability to maintain confidentiality and professionalism in client environments.
• Flexible, dependable, and adaptable with a strong team-oriented mindset.

Qualifications

Experience

• 2-4 years of experience in administrative support, office services, hospitality, facilities coordination, or client service environments.
• Experience supporting corporate, legal, professional services, or high-volume client environments preferred.
• Prior experience handling mail services, print/copy operations, reception, or facilities support is highly desirable.

Education / Certifications

• High School Diploma or GED required.

Physical Requirements

• Ability to lift or move 40 lbs. or greater as needed.
• Ability to grasp, lift, or carry packages using standard wheeled carts with load capacities up to 50 lbs.
• Ability to walk, bend, kneel, stand, or sit for extended periods of time throughout the workday.

Pay and benefits

The Compensation range for this role is 22.00 to 24.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

Benefits

All eligible employees receive access to a comprehensive benefits package, including:

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

• Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.
• Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.