Legal Office Services Lead

Ricoh Americas Holdings; New York (NY); On-site; USD 46,000 - 61,000; Full time

Job summary

Ricoh Americas Holdings is seeking a Site Leader, Legal to supervise daily operations of a small legal office (1–3 staff), coordinating with attorneys and staff to ensure smooth workflow.

You will manage billing, document management, client inquiries, confidentiality, and staff training, while driving efficiency, quality, and profitability across the site.

This role requires strong organizational, interpersonal, and leadership skills, with a focus on compliance and timely service delivery.

Qualifications

• High School Diploma or GED required.
• Minimum two years of related experience.
• Experience in the legal industry strongly preferred (2 years).
• Proficiency with Microsoft Word, Excel, PowerPoint, Adobe Acrobat (PDF) and legal software.
• Experience delivering training and operating advanced equipment preferred.

Responsibilities

• Supervise day-to-day site operations for a 1–3 person legal office.
• Prepare, validate, and invoice clients per billing needs.
• Maintain confidentiality and handle time-sensitive legal documents.
• Coordinate office functions: copy, production, fax, mail, reception, scheduling, facilities, inventory.
• Ensure payroll accuracy and shift profitability through labor and materials oversight.

Skills

Organizational skills

Leadership

Training

Technical skills

Communication

Education

High School Diploma or GED

Two years of related experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat (PDF)

Legal software applications

Job description

Description

Site Leader, Legal

$21.98 - $29.26 per hour

POSITION PROFILE

Supervises the day-to-day operations of a specified 1 to 3 person site within a legal office environment. Reports directly to an Account Manager and works to provide employee developmental support. Will also assist in employee relations matters as it pertains to supervising and directing.

Works to develop, implement, and review procedures for compliance and improvement. Prepares, creates, validates, and invoices client(s) as per the customer's billing needs.

Must possess excellent interpersonal and customer service skills to communicate with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others.

The Site Supervisor is the point person for customer issues as well as providing direction for issue resolution.

Works directly or indirectly assisting site operations with any of the following office functions:

• Copy
• Production and scanning
• Fax
• Mail and shipping
• Hospitality assistance
• Conference room setup and scheduling
• Receptionist backup
• Facilities support
• Inventory control

Works to maintain and control an acceptable profit level within the site while looking for additional service offerings to enhance customer workflow.

JOB DUTIES AND RESPONSIBILITIES LEGAL ENVIRONMENT JOB RESPONSIBILITIES

Possesses the legal background to understand client matter workflow, including:

• Chargeback to firm and/or clients for work, supplies, hours, etc.
• Familiarity with legal technologies and software such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Familiarity with legal processes and documents such as:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Filings
  • Discovery
  • Judgments
  • Court systems
  • Proper delivery of documents within the court system
• Assists with scheduling needed equipment, labor, and supplies for offsite trials.

OTHER DUTIES AND RESPONSIBILITIES

• Responsible for the effective implementation and management of the Ricoh Service Excellence methodology.
• Functions as a working supervisor, assisting in the daily tasks and operations as required by the customer contract.
• Maintains formal contact with customers daily.
• Handles highly confidential and time-sensitive documents.
• Provides quality work due to the sensitive nature of legal documents and projects.
• Responsible for understanding law firm structure and hierarchy while interacting with and providing professional support to legal secretaries, project managers, paralegals, associates, and partners.
• Responsible for job accuracy on projects that may require expedited turnaround times and strict deadlines.
• Provides training on workflow and machine operations when necessary.
• Ensures payroll accuracy by overseeing and correcting time clock punches.
• Achieves shift profitability (cost of goods) by effectively supervising labor, materials, and supplies.
• Operates shifts and maintains quality standards to comply with audits and deadlines.
• Meets quality and deadline standards through effective job scheduling practices.
• Maintains efficient workflow by holding direct reports accountable for quality and efficiency.
• Facilitates resolution of issues concerning pricing, order intake, and invoicing.
• Ensures all direct reports execute objectives using tools such as:
  • Development plans
  • Ninety-day plans
  • Regular performance reviews
• Posts reports showing productivity, quality, and deadline results.
• Maintains positive internal working relationships through professional communication.
• Completes site reports and paperwork accurately and on time.
• Completes month-end management reporting.
• Assists the Account Manager with monthly financial reporting reviews.
• Performs other duties as assigned.

QUALIFICATIONS (Education, Experience, and Certifications) Typically Required

• High School Diploma or GED required.
• Two (2) or more years of experience in a related field.
• Minimum of two (2) years of experience in the legal industry strongly preferred.
• Experience supporting various legal practice areas preferred, including:
  • Criminal
  • Civil
  • Corporate
  • Real Estate
  • Bankruptcy
  • Intellectual Property
• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Adobe Acrobat (PDF)
  • Legal software applications
• Experience delivering classroom and/or informal training preferred.
• Experience operating advanced equipment and performing complex production work preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong organizational skills.
• Ability to effectively set goals, lead, and train employees.
• Strong technical skills and ability to operate complex equipment.
• Ability to stay current on emerging technology and industry trends through ongoing learning and development.

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Typically works in an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diversified and require the ability to interpret, comprehend, and apply complex information, data, and instructions while preparing, providing, and communicating diversified information.
• Some physical effort is required. While work is primarily sedentary, it may involve walking, standing, bending, reaching, lifting, or carrying objects weighing up to 50 pounds (e.g., paper, books, files, and office supplies).
• Requires moderate dexterity and regular use of basic skills and equipment, including calculators, keyboards, hand tools, and hand-eye coordination.

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.