WorkMyWay

The Senior Legal On-Site Service Specialist provides direct hands-on support in a legal office environment. This role involves various office support tasks, including copy production, scanning, faxing, mail and shipping, records support, hospitality assistance, conference room setup, receptionist backup, and light facilities support. The specialist must possess high-level presentation skills, interpersonal etiquette, and customer service skills to interact with attorneys, clients, opposing counsel, vendors, and staff.

Primary Responsibilities

Legal Environment Responsibilities:

• Understand client matter workflows, including chargebacks for work, supplies, and labor.
• Utilize legal document management systems and cost recovery software (e.g., Copitrak/Equitrac).
• Handle legal records management processes and documents such as closing binders, depositions, transcripts, briefs, filings, and judgments.
• Ensure proper handling and delivery of legal documents within the court system.
• Assist with offsite trials by coordinating equipment, labor, and supplies.

General Office Responsibilities:

• Operate high-volume copy machines, fax machines, and postage meters.
• Utilize paper cutters, bindery equipment, joggers, and electric staplers.
• Manage time-sensitive and confidential legal documents.
• Ensure high-quality reproduction, scanning, and project completion.
• Respond to customer inquiries and coordinate job requests.
• Provide embedded support to specific legal practice groups.
• Track and maintain logs for billing, inventory, and supply orders.
• Handle mail distribution, package deliveries, and office supply inventory.
• Perform shipping, receiving, and document filing (including archiving legal records).
• Manage electronic file transfers (FTP), OCR (Optical Character Recognition), and TOC (Table of Contents) formatting.
• Support conference room setups, office moves, and light maintenance duties.
• Conduct daily equipment checks and manage copier service logs.
• Respond to copy machine errors, troubleshoot issues, and clear paper jams.
• Perform occasional overtime, including nights, weekends, and emergency responses.
• Complete additional duties as assigned.

Required Experience

• Minimum of 1-2 years of related work experience.
• Experience in the legal industry (preferred).
• Strong customer service, communication, and organizational skills.

Required Education

• High school diploma or GED required.

Skills & Abilities

• Experience operating copiers and related office equipment.
• Knowledge of legal document management systems and cost recovery software.
• Understanding of shipping/receiving procedures.
• Basic electronics troubleshooting knowledge (preferred).
• Strong ability to work independently and flexibly.
• Problem-solving and troubleshooting skills.
• Excellent customer relations and communication skills.

Work Environment

• Frequent exposure to copier/fax machine noise, toner, and temperature changes.
• Exposure to various weather conditions when traveling between buildings.
• High-pressure environment with tight deadlines and quick turnaround times.
• Physical activity required, including standing, walking, bending, reaching, and lifting up to 50 lbs.
• Handling equipment on wheels, which may weigh up to 400 lbs.

About the Company

Ricoh is a global technology solutions provider, specializing in workplace innovation, digital transformation, and business optimization. We help businesses and individuals work smarter and more efficiently through cutting-edge information management solutions.

Employee Benefits Include:

• Medical, dental, life, and disability insurance options.
• 401K, HSA, and FSA investment plans.
• Tuition assistance programs.
• Paid vacation and holidays.
• Comprehensive wellness and professional development opportunities.

Join Ricoh and become part of a team dedicated to innovation, customer success, and excellence.