Office Service Specialist

Legal Senior Onsite Service Specialist Position Profile

The Legal Senior Onsite Service Specialist provides direct, hands-on support within a legal office environment. This role performs a variety of administrative, document production, and office services functions, including copy and print services, scanning, fax, mail and shipping services, records management support, hospitality services, conference room support, receptionist backup, and light facilities assistance.

This position requires exceptional professionalism, presentation skills, and customer service abilities to effectively interact with attorneys, partners, clients, opposing counsel, vendors, and firm staff. The Legal Senior Onsite Service Specialist reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager.

Key Responsibilities Legal Services Support

• Demonstrate a strong understanding of legal matter workflows and law firm operations.
• Process chargebacks for client and firm-related work, supplies, and services.
• Utilize legal technologies, document management systems, and cost recovery software (e.g., Copitrak, Equitrac).
• Support legal records management processes and document retention requirements.
• Handle legal documents and processes, including:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Court filings
  • Discovery documents
  • Judgments
• Ensure proper handling and delivery of legal documents within court systems and other required destinations.
• Assist in coordinating equipment, staffing, and supplies for off-site trials and litigation support.

Document Production & Records Management

• Operate high-volume copiers, printers, scanners, fax equipment, and related production devices.
• Produce, scan, reproduce, and distribute confidential, time-sensitive legal documents with a high degree of accuracy.
• Perform file conversion, file naming, file encryption, and electronic document management.
• Create and manage electronic file Table of Contents (TOC) documentation.
• Perform Optical Character Recognition (OCR) processing to support document searchability.
• Conduct file formatting and preparation using Microsoft Office Suite and Adobe Acrobat Pro.
• Transfer files electronically through FTP and other secure methods.
• Perform filing, records maintenance, archiving, and document purging activities as requested.

Customer Service & Client Support

• Provide professional support to a wide range of users, including:
  • Legal Assistants
  • Firm Administrators
  • Project Managers
  • Paralegals
  • Associates
  • Partners
• Respond to customer inquiries regarding document production, turnaround times, and project requirements.
• Prioritize and manage multiple assignments while meeting tight deadlines.
• Maintain professionalism and composure during high-pressure situations and urgent requests.
• Provide embedded support for designated practice groups, departments, or office floors.

Mail, Shipping & Delivery Services

• Process incoming and outgoing mail, courier packages, office supplies, and fax transmissions.
• Coordinate shipping and receiving activities.
• Deliver completed projects and materials to designated locations, including external offices when required.
• Travel between office locations, courts, or client sites as necessary.
• Maintain accurate shipping and delivery records.

Equipment & Operational Support

• Operate and maintain production and finishing equipment, including:
  • Paper cutters
  • Hole drills
  • Bindery equipment
  • Joggers
  • Tape machines
  • Stackers
  • Electric staplers
• Perform daily quality inspections of convenience copiers and office equipment.
• Respond to copier malfunctions and clear paper jams as needed.
• Maintain service, meter, billing, and production logs.
• Monitor inventory levels and assist with supply ordering.
• Maintain organized, clean, and fully stocked copier and production areas.

Facilities & Conference Support

• Organize, set up, and maintain conference rooms and meeting spaces.
• Assist Facilities teams with:
  • Office moves
  • Occupant relocations
  • Box moves
  • Light maintenance activities
• Perform occasional housekeeping or cleaning tasks as needed.

Additional Responsibilities

• Assist with coordinating projects that require off-site production support.
• Calculate and track charges for completed services and projects.
• Maintain records and reporting documentation for billing, inventory, and operational tracking.
• Work overtime when required, including occasional evenings, weekends, and emergency response situations.
• Perform other duties as assigned.

Qualifications Education & Experience

• High School Diploma or GED required.
• 12 years of related work experience required.
• Minimum of 2 years of experience in a legal services or law firm environment preferred.
• Proven ability to deliver exceptional customer service in a professional environment.
• Strong interpersonal, communication, and client relationship management skills.
• Valid driver's license with a clean driving record and required insurance coverage may be required in accordance with Ricoh policy.

Knowledge, Skills & Abilities

• Working knowledge of copiers, printers, scanners, and related office equipment.
• Familiarity with basic troubleshooting and equipment maintenance.
• Understanding of document management, cost recovery, and workflow systems.
• Knowledge of shipping, receiving, and mail processing procedures.
• Basic electronics knowledge preferred.
• Ability to work independently while managing multiple priorities.
• Strong organizational, time management, and problem-solving skills.
• Ability to determine proper packaging methods and verify shipping documentation.
• Ability to follow detailed procedures and instructions regarding mail and document handling.
• Ability to read and understand technical manuals and operational documentation.
• Excellent verbal communication and customer service skills.
• Strong attention to detail and commitment to quality.
• Ability to maintain confidentiality when handling sensitive legal information.

Working Conditions & Physical Requirements

• Regular exposure to copier, printer, and fax equipment noise, toner, and varying room temperatures.
• Potential exposure to paper cuts and minor workplace hazards associated with document production and package handling.
• Occasional exposure to outdoor weather conditions when traveling between buildings or office locations.
• Frequent interaction with customers, attorneys, staff, managers, dispatch teams, vendors, and service providers.
• Ability to work effectively under pressure while managing tight deadlines and rapid turnaround requirements.
• Physical requirements include:
  • Extended periods of standing and walking
  • Bending, reaching, stretching, and occasional climbing
  • Lifting and moving items weighing up to 50 pounds
  • Pushing or pulling wheeled equipment weighing up to 400 pounds during equipment relocation or service activities
• Travel between buildings or office locations may be required.

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.