Legal Mailroom Courier

Ricoh Americas Holdings; Louisville (KY); On-site; USD 42,000 - 60,000; Full time

Job summary

Ricoh Americas Holdings seeks a Legal Senior Onsite Service Specialist to provide hands-on support in a legal office, handling courier errands, filings, copies, scanning, mail and shipping, and conference room setup.

You will interact with attorneys and staff, ensure accurate reproduction, maintain logs, and assist with projects; position reports to a Site Manager or Assistant Site Manager and may require occasional overtime or travel between offices.

Qualifications

• High school diploma or GED required.
• 1–2 years related work experience preferred.
• Strong customer service and communication skills.

Responsibilities

• Move furniture and set up conference rooms for meetings and events.
• Complete courier errands to courts, post offices, law firms, government offices, and other locations.
• Deliver paper reams and office supplies to printer and copier locations.
• Dispose of paper and confidential materials in shredding bins per policy.
• Interact with executives and staff with professional courtesy and discretion.

Skills

Customer service

Interpersonal skills

Time management

Communication

Adaptability

Education

High school diploma or GED

Tools

Copier equipment maintenance

Office equipment handling

Job description

Description

Legal Senior Onsite Service Specialist – Legal Courier POSITION PROFILE

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: walking and driving courier errands involving filings, document research, and pickups/deliveries; copy, production, and scanning; fax; mail and shipping; direct floor support; conference room setup; and facilities support.

A Senior Legal Onsite Service Specialist must possess strong interpersonal, professional etiquette, and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others.

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

Job Duties and Responsibilities

• Move furniture and equipment to set up conference rooms for meetings and events.
• Complete courier errands to courts, post offices, law firms, government offices, and other locations as required, while communicating delivery and completion status.
• Deliver paper reams and office supplies to printer and copier locations throughout the office.
• Dispose of paper and confidential materials in designated shredding bins in accordance with firm policies.
• Interact with and provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produce jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
• Operate copier equipment, including 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, and electric staplers.
• Handle confidential and time-sensitive documents.
• Provide quality and accurate reproduction, scanning, and project support.
• Respond to customer inquiries, including coordinating and calculating the time required to complete requested tasks.
• Provide embedded support to specific floors or integrated practice groups.
• Assist with coordinating projects that will be completed off-site.
• Maintain billing logs and assist in calculating charges for work performed.
• Maintain logs and work records for tracking, management reporting, inventory management, and supply ordering.
• Distribute incoming mail, packages, office supplies, and fax transmissions to designated delivery points.
• Deliver completed reproduction work to predetermined locations, including locations outside the customer’s office when required.
• Perform deliveries and pickups that may require travel between offices and customer locations.
• Perform duties related to the shipping and receiving of materials and packages.
• Perform filing duties in conjunction with specific customer requests, including document purging and archiving.
• Perform scanning, file conversion, file naming, and file encryption.
• Perform OCR (Optical Character Recognition) processing to assist with keyword search capabilities.
• Format files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
• Perform daily quality checks on convenience copiers to ensure proper functionality.
• Respond to copier issues and clear paper jams as needed.
• Maintain daily meter readings and service logs.
• Stock and organize convenience copier areas.
• Organize and maintain conference rooms and meeting spaces.
• Assist Facilities with box moves, office relocations, and occupant moves.
• Assist Facilities with light maintenance duties.
• Perform occasional cleaning duties as needed.
• May require periodic overtime, including evenings, weekends, and emergency response situations.
• Perform other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• One (1) to two (2) years of related work experience preferred.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• Valid, violation‑free driver's license may be required.
• Must maintain minimum levels of automobile insurance coverage in accordance with Ricoh policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related equipment maintenance preferred.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow mail delivery and courier procedures.
• Strong troubleshooting and problem‑solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer relations, interpersonal, and verbal communication skills.
• Strong organizational and time‑management skills.
• Ability to manage multiple tasks and meet tight deadlines in a fast‑paced legal environment.
• Ability to maintain confidentiality and professionalism when handling sensitive legal documents.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May also be exposed to paper cuts associated with handling paper and opening boxes.
• Exposure to various weather conditions while making court filings, deliveries, and traveling between buildings or customer locations.
• Daily telephone and in‑person interaction with customers, employees, managers, and/or the Dispatch Department. Occasional interaction with vendors and equipment repair personnel.
• Tight deadlines and quick turnaround requirements may create high‑stress situations.
• Physical demands include extended periods of standing, walking, bending, reaching, stretching, and climbing.
• Ability to lift and move items weighing up to 50 pounds.
• Ability to push or pull wheeled equipment weighing up to 400 pounds during relocation or repair activities.
• Frequent walking between offices, court buildings, government offices, and customer locations may be required.
• Valid driver’s license may be required for positions involving courier responsibilities.