Legal Senior Onsite Service Specialist

Legal Senior Onsite Service Specialist

Provides direct, hands-on support within a legal office environment. Performs a variety of office support functions, including but not limited to:

• Copying, production, and scanning services
• Fax operations
• Mail and shipping services
• Records management support
• Direct floor support
• Hospitality assistance
• Conference room setup and scheduling
• Receptionist backup
• Light facilities support

The Senior Legal Onsite Service Specialist must possess excellent presentation, interpersonal, and customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and other stakeholders.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities Legal Environment Responsibilities

• Possess the legal background necessary to understand client matter workflows, including:
• Charging back work, supplies, and labor hours to firms and/or clients.
• Utilizing legal technologies and software such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Understanding legal records management processes.
• Working with legal documents and processes, including:
• Closing binders
• Depositions
• Transcripts
• Briefs
• Addendums
• Court filings
• Discovery documents
• Judgments
• Demonstrating knowledge of court systems and proper document delivery procedures.
• Assist with scheduling equipment, labor, and supplies required for off-site trials.

Other Duties and Responsibilities

• Provide professional support to executive-level users, including:
• Legal Assistants
• Firm Administration
• Project Managers
• Paralegals
• Associates
• Partners
• Produce jobs and projects accurately to meet tight deadlines while maintaining professionalism and composure.
• Operate copier equipment, high-volume copy machines, fax services, postage meters, and personal computers.
• Utilize equipment such as:
• Paper cutters
• Hole drillers
• Bindery equipment
• Joggers
• Tape machines
• Stackers
• Electric staplers
• Handle confidential and time-sensitive documents.
• Ensure quality and accuracy in reproduction, scanning, and project work.
• Respond to customer inquiries and estimate project completion times.
• Provide embedded support to specific floors or integrated practice groups.
• Coordinate projects completed off-site.
• Maintain billing logs and calculate charges for completed jobs.
• Maintain operational logs and records for:
• Tracking
• Reporting
• Inventory management
• Supply ordering
• Distribute incoming mail, packages, office supplies, and fax transmissions.
• Deliver completed work to designated delivery locations, including locations outside the primary office.
• Travel between office locations for pickups and deliveries as required.
• Perform shipping and receiving duties.
• Perform filing functions, including document purging and archiving.
• Execute:
• Scanning
• File conversion
• File naming
• Encryption processes
• Perform FTP (File Transfer Protocol) transfers for printing purposes.
• Manage electronic file Table of Contents (TOC) pages.
• Utilize OCR (Optical Character Recognition) technology to support keyword searches.
• Format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers.
• Troubleshoot copier errors and clear paper jams.
• Maintain daily meter and service logs.
• Stock and organize copier supply areas.
• Organize and maintain conference rooms and meeting spaces.
• Assist Facilities with:
• Box moves
• Office moves
• Occupant relocations
• Light maintenance tasks
• Perform occasional cleaning duties as needed.
• Work overtime when necessary, including evenings, weekends, and emergency response situations.
• Perform other duties as assigned.

Qualifications Education, Experience, and Certifications

• High school diploma or GED required.
• 12 years of related work experience required.
• Minimum of 2 years of legal industry experience preferred.
• Demonstrated ability to provide exceptional customer service through strong interpersonal and communication skills.
• May require:
• Valid driver's license with no violations.
• Minimum auto insurance coverage in accordance with Ricoh policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related repairs preferred.
• Ability to utilize hardware and software solutions supporting:
• Cost recovery
• Document management
• Advanced workflows
• Knowledge of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine proper packaging methods and verify packing slip accuracy.
• Ability to comprehend and follow mail delivery instructions.
• Strong troubleshooting and problem-solving abilities.
• Ability to read and understand technical manuals, parts books, and related documentation.
• Excellent customer service and verbal communication skills.

Working Conditions, Mental and Physical Demands

• Frequent exposure to:
• Copier and fax machine noise
• Toner
• Temperature fluctuations
• Paper cuts from handling documents and boxes
• Exposure to varying weather conditions when traveling between buildings.
• Potential exposure to equipment-related hazards that could result in injury or accidents.
• Daily interaction with customers, employees, managers, and dispatch personnel, with occasional contact with vendors and repair technicians.
• High-pressure environment due to tight deadlines and rapid turnaround expectations.
• Physical requirements include:
• Prolonged standing and walking
• Bending, reaching, stretching, and climbing
• Lifting and moving items up to 50 pounds
• Pushing or pulling wheeled equipment up to 400 pounds
• Walking between buildings when necessary

About Us

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