Legal Senior Onsite Service Specialist

Legal Senior Onsite Service Specialist POSITION PROFILE Provides direct hands on support within a legal office environment setting. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room set up and scheduling, receptionist backup, and light facilities support. A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, interpersonal etiquette, and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or an Assistant Site Manager. Job Duties and Responsibilities LEGAL ENVIRONMENT JOB RESPONSIBILITIES u00b7 Possess the legal background to understand client matter work flow, such as: u00b7 Charge back to firm and/or clients for work, supplies, hours, etc. u00b7 Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.). u00b7 Familiar with legal records management processes. u00b7 Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system. u00b7 Assists with scheduling needed equipment, labor, and supplies for offsite trial(s). OTHER DUTIES AND RESPONSIBILITIES u00b7 Responsible for interacting and providing professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners. u00b7 Work to accurately produce jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism. u00b7 Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer. u00b7 Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler. u00b7 Handles time sensitive documents that are confidential in nature. u00b7 Works to provide quality and accurate reproduction, scanning, or project work. u00b7 Responds to customer inquiries including the necessary coordination and calculation of time required to complete the requested task. u00b7 Provide imbedded support to specific floors or integrated practice groups. u00b7 Assist with coordinating projects that will be completed off site. u00b7 Maintains logs for billing and assists in calculating charges for work or jobs performed. u00b7 Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies. u00b7 Distributes incoming mail and packages to designated drop points as well as office supplies and fax transmissions. u00b7 Delivers completed reproduction work to pre-determined delivery areas. This may include delivery areas outside of the customers office location. u00b7 Deliveries and pickups may require travel between offices or another office location. u00b7 Performs duties related to the shipping and receiving of materials and packages. u00b7 Performs filing duties in conjunction with specific customer requests, which may include ufffdpurging' and archiving old documents. u00b7 Performs duties of scanning, file conversion, file naming, and encryption. u00b7 Performs FTP (File Transfer Protocol) between computers and files for printing. u00b7 Manage TOC (Table of Contents) ufffdu00b7 first page of electronic file. u00b7 Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search. u00b7 Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro. u00b7 Performs daily quality checks on convenience copiers to ensure proper functionality. u00b7 Responds to errors or troubled copy machines. Also works to clear paper jams. u00b7 Maintains daily meter and service logs. u00b7 Stocks and organizes convenience copier areas. u00b7 Straightens, organizes, and manages firm conference and meeting rooms. u00b7 Assists facilities with box moves, office moves, and occupant moves. u00b7 Assists facilities with light maintenance duties. u00b7 May perform occasional cleaning duties. u00b7 May require periodic overtime on nights and weekends, including off-hour emergency response. u00b7 Performs other duties as assigned. Qualifications (Education, Experience and Certifications) u00b7 Requires high school diploma or GED and 1-2 years of related work experience. u00b7 Minimum of 2 years' experience in legal industry is preferred. u00b7 Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills. u00b7 May require a violation free, valid driver's license and minimum levels of auto insurance coverage per RICOH Policy. KNOWLEDGE, Skills And Abilities u00b7 Working knowledge of copier and other related equipment and repair is preferred. u00b7 Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management and advanced workflow u00b7 Requires knowledge and understanding of shipping/receiving procedures. u00b7 Basis electronics knowledge is preferred. u00b7 Possesses ability to work independently and flexibly to complete projects. u00b7 Possesses ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials. u00b7 Possesses ability to comprehend instructions concerning mail delivery. u00b7 Possesses troubleshooting and problem solving skills. u00b7 Possesses ability to read and comprehend written technical information in the form of manuals, parts books and related publications. u00b7 Possesses excellent customer relations skills and excellent verbal communication skills. Working Conditions, MENTAL aND PHYSICAL DEMANDS u00b7 Requires frequent exposure to copier/fax machine noise, toner and changes in room temperature and may be exposed to frequent paper cuts from the handling of paper and opening of boxes. u00b7 Requires exposure to various weather conditions when walking is necessary between buildings and exposure to location equipment can present opportunities for injury or accidents. u00b7 Makes daily telephone/in-person contact with customers, employees, managers and/or Dispatch Department and occasional telephone contact with vendors and equipment repair people. u00b7 Dealing with tight deadlines and quick turnaround times imposes high stress levels. u00b7 Some physical effort is required which may involve long periods of standing, walking, bending, reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs. Walking between buildings may be necessary. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job. Come Create at Ricoh: If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence. Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of informationu2014how it is collected, stored, managed, and sharedu2014to unlock the potential in every organization. We deliver services and technologies that inspire our customersu2019 success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow. Invest in Yourself: At Ricoh, you can: + Choose from a broad selection of medical, dental, life, and disability insurance options. + Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments. + Augment your education with team member tuition assistance programs. + Enjoy paid vacation time and paid holidays annually + Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.

Created: 2025-11-10