Legal Office Services Manager

Ricoh Americas Holdings; Philadelphia (Philadelphia County); On-site; USD 75,000 - 100,000; Full time

Job summary

Ricoh Americas Holdings in Philadelphia seeks a Site Leader, Legal to supervise day-to-day operations at a small legal office, coordinate staff, and ensure contract compliance. You will manage client billing, interact with senior attorneys and stakeholders, and drive cost efficiency while preserving service quality, accuracy, and timely delivery of documents and workflows.

Responsibilities include coordinating production, document handling, and coordinating with facilities, while mentoring staff

Qualifications

• High school diploma or GED is required.
• Two (2) or more years of experience in a related field.
• Preferred: two (2) years of experience in the legal industry.
• Proficiency with Microsoft Word, Excel, PowerPoint, Adobe Acrobat and legal software applications.
• Experience delivering training and operating advanced production equipment.

Responsibilities

• Supervise day-to-day operations of a small legal site.
• Report to Senior Site Manager or Field Manager.
• Develop and review procedures for compliance and continuous improvement.
• Prepare, validate, and invoice client billing.
• Serve as primary point of contact for customer issues and direct issue resolution.
• Coordinate site operations including copy, production, scanning, fax, mail, shipping, and facilities.

Skills

Organizational skills

Team leadership

Customer service

Verbal and written communication

Confidentiality

Problem solving

Education

High school diploma or GED

Tools

MS Word

MS Excel

MS PowerPoint

Adobe Acrobat

Legal software

Job description

Description

Site Leader, Legal

POSITION PROFILE

Supervises the day-to-day operations of a specified one- to three-person site within a legal office environment. Reports directly to a Senior Site Manager or Field Manager and provides employee development support. Assists with employee relations matters related to supervising and directing staff. Develops, implements, and reviews procedures to ensure compliance, operational effectiveness, and continuous improvement.

Responsible for preparing, validating, and invoicing client billing according to customer requirements. Must possess excellent interpersonal and customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and other stakeholders.

The Site Leader serves as the primary point of contact for customer issues and is responsible for directing issue resolution. Works directly or indirectly in support of site operations, including copy, production and scanning services, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist support, facilities coordination, and inventory control.

Works to maintain an acceptable profit level within the site while identifying opportunities to enhance customer workflow through additional service offerings.

Job Duties and Responsibilities Legal Environment Responsibilities

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

• Chargeback of work, supplies, labor, and services to firms and/or clients.
• Familiarity with legal technologies and software, including document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Knowledge of legal processes and documents, including:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Court filings
  • Discovery
  • Judgments
  • Court systems and filing procedures
• Assists with scheduling equipment, labor, and supplies for off-site trials and legal proceedings.

Other Duties and Responsibilities

• Responsible for the effective implementation and management of the Ricoh Service Excellence methodology.
• Functions as a working supervisor, assisting with daily operational tasks in accordance with customer contracts.
• Maintains formal customer contact on a daily basis.
• Handles highly confidential and time-sensitive legal documents.
• Ensures quality work due to the sensitive nature of legal projects and documentation.
• Demonstrates an understanding of law firm structure and hierarchy while providing professional support to legal secretaries, project managers, paralegals, associates, and partners.
• Ensures accuracy on expedited projects with strict deadlines.
• Provides training on workflow processes and equipment operations as needed.
• Ensures payroll accuracy by reviewing and correcting employee timekeeping records.
• Achieves shift profitability through effective management of labor, materials, and supplies.
• Maintains operational quality standards to meet audit requirements and customer deadlines.
• Utilizes effective scheduling practices to achieve quality and productivity goals.
• Holds direct reports accountable for quality, productivity, and operational efficiency.
• Facilitates resolution of issues related to pricing, order intake, and invoicing.
• Ensures employees execute performance objectives through development plans, 90-day plans, and regular performance reviews.
• Creates and posts reports showing productivity, quality, and deadline performance.
• Maintains positive working relationships across departments through professional communication.
• Completes site reports and required administrative documentation accurately and on time.
• Completes month-end management reporting.
• Assists leadership with review of monthly financial reporting.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications) Required Qualifications

• High school diploma or GED required.
• Two (2) or more years of experience in a related field.

Preferred Qualifications

• Minimum of two (2) years of experience in the legal industry strongly preferred.
• Experience supporting various legal practice areas, including:
  • Criminal law
  • Civil law
  • Corporate law
  • Real estate law
  • Bankruptcy law
  • Intellectual property law
• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Adobe Acrobat (PDF)
  • Legal software applications
• Experience delivering classroom and/or informal training.
• Experience operating advanced production equipment and performing complex document services work.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to effectively establish goals, lead teams, and train employees.
• Strong technical aptitude and the ability to operate complex equipment and machinery.
• Ability to stay current with emerging technologies, industry trends, and best practices.
• Strong customer service and client relationship management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced legal environment.
• Strong problem-solving and decision-making abilities.
• Ability to maintain confidentiality and professionalism while handling sensitive legal matters.

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 varied and require the ability to interpret, comprehend, and apply complex information, data, and instructions.
• Requires the ability to prepare, communicate, and present a variety of information to customers, employees, and leadership.
• Some physical effort is required. While primarily sedentary, the position may involve walking, standing, bending, reaching, lifting, and carrying objects weighing up to 50 pounds.
• Requires moderate manual dexterity and regular use of office equipment and tools, including computers, calculators, keyboards, and equipment requiring hand-eye coordination.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, or working conditions associated with the role.