Legal Office Services Manager
Ricoh USA, Inc.
Stand out for this role — generate a tailored resume and cover letter in about a minute.
Benefits offered by this job
Job summary
Ricoh USA, Inc. in Philadelphia is seeking a Site Leader, Legal to supervise daily operations of a small legal support site, guide staff, and ensure compliance and efficiency across billing, records, and office services.
You will work with senior attorneys and partners, coordinate production, reception, facilities, and cost controls while maintaining profitability and exploring opportunities to expand service offerings.
Qualifications
- High school diploma or GED required.
- Two or more years of experience in a related field.
- Familiarity with Copitrak and Equitrac.
- Proficiency with Microsoft Office and Adobe Acrobat.
Responsibilities
- 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.
- Familiarity with legal records management processes.
- Knowledge of legal processes and documents including court filings and discovery.
- Assists with scheduling equipment, labor, and supplies for off-site trials and proceedings.
- Maintains formal customer contact on a daily basis.
- Ensures payroll accuracy by reviewing timekeeping records.
- Manages site profitability and identifies opportunities to expand services.
Skills
Education
Tools
Job description
Site Leader, Legal
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.
- 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.
- 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.
- 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, 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.
- 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.
- 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.
Come Create at Ricoh:
If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.
Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.
At Ricoh, you can:
- Choose from a broad selection of medical, dental, life, and disability insurance options.
- Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
- Augment your education with team member tuition assistance programs.
- Enjoy paid vacation time and paid holidays annually
- Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.
Job Identification : 8339
Job Category : Service Delivery
Posting Date : 2026-09-04T15:57:57+00:00
Degree Level : High School Graduate
Job Schedule : Full time
Locations : Philadelphia, PA, United States
Driving requirements : Non-driver
Sign-on Bonus : No
'/%3e%3cpath%20d='M101.744%2012.4726L102.894%2016.1947L99.0021%2013.2201L101.744%2012.4726ZM105.3%208.40937H100.488L99.0026%203.59473L97.5116%208.41047L92.7%208.40385L96.5965%2011.3834L95.1055%2016.1942L99.0021%2013.2196L101.408%2011.3834L105.3%208.40992V8.40937Z'%20fill='white'/%3e%3cdefs%3e%3clinearGradient%20id='paint0_linear_5593_1381'%20x1='90'%20y1='9.44471'%20x2='99'%20y2='9.44471'%20gradientUnits='userSpaceOnUse'%3e%3cstop%20stop-color='%2300AD70'/%3e%3cstop%20offset='0.998594'%20stop-color='%2300B67A'/%3e%3cstop%20offset='1'%20stop-color='%23DCDCE6'/%3e%3c/linearGradient%3e%3c/defs%3e%3c/svg%3e){kind=small}
