Office Services Specialist

Donahue Fitzgerald LLP is a prominent, full-service law firm with a longstanding history in Oakland, California, dating back to 1883. We offer the sophistication and expertise of a large firm with the responsiveness and personalized client service of a smaller practice.

We represent a diverse clientele, from individuals and closely held businesses to a wide spectrum of legal needs. Our core practice areas include Trusts and Estates, Business and Corporate Law, Litigation, Real Estate, and Intellectual Property.

Join a firm dedicated to collaboration, professional excellence, and a commitment to helping clients and innovators achieve their goals. We foster a collegial and supportive work environment for all our team members.

The Office Services Specialist is a critical support role responsible for ensuring the efficient and smooth operation of the firm's physical and digital office environment. This position provides essential clerical, administrative, and logistical support to attorneys, paralegals, and staff, directly contributing to the firm's daily productivity and maintaining a professional, highly organized workplace.

Job Duties

The successful candidate will be the cornerstone of our office operations, handling a variety of essential duties:

• Process all incoming and outgoing mail, including sorting, distributing, and preparing shipments.
• Operate and maintain the postage meter.
• Manage incoming and outgoing deliveries from couriers (FedEx, UPS) and internal messengers.
• Perform high-volume copying and scanning. Scan and email incoming physical mail directly to attorneys and staff in a timely and confidential manner.
• Assist with records management, including physical and digital filing, organization, and retrieval of documents. Manage the process of sending and retrieving files from offsite storage facilities.
• Assist with the assembly of complex legal documents, specifically Estates & Trusts binders.
• Oversee the maintenance and upkeep of all office equipment (copiers, scanners, water coolers, coffee machines, ice machines).
• Act as the first-line troubleshooter for equipment malfunctions and coordinate service calls with vendors until resolved.
• Prepare and set up conference rooms for meetings, depositions, and firm events (hospitality set up). Restore common areas following meetings/events.
• Act as backup to the office services coordinator in the Walnut Creek office, when needed.
• Act as back-up coverage for the Reception Desk when needed, answering phones, greeting visitors, and handling light administrative tasks.

Education and Experience

• High school diploma or GED required.
• 2+ years of experience in an office services, mailroom, or similar support role, preferably within a law firm or professional services environment.

Knowledge, Skills, and Abilities

• Exceptional attention to detail and a commitment to accuracy, particularly when handling legal documents and files.
• Demonstrates a high level of professionalism, discretion, and strict adherence to confidentiality.
• Proven ability to prioritize tasks, manage time effectively, and maintain organizational systems (physical and digital).
• Proficient computer skills, including Microsoft Word, Excel, and Outlook. Strong problem-solving and basic troubleshooting skills related to office technology (copiers, printers, scanners).
• Prior experience with a Records Management System. Familiarity with Document Management Systems (DMS) such as iManage or NetDocs is a strong plus.
• Ability to communicate clearly and professionally with internal attorneys/staff, clients, and external vendors.
• A proactive attitude; volunteers to take on additional responsibilities and assist team members.
• Ability to lift and carry moderately heavy boxes of files and supplies (up to 50 lbs.) and perform physical duties associated with the mailroom and records management.
• Must be able to travel to and work from the Walnut Creek office, when needed.
• Must be able to work in the office 5 days a week: Monday through Friday.

Donahue Fitzgerald is an Equal Opportunity Employer