Legal Office Services Specialist

Ricoh Americas Holdings; San Francisco (CA, TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Ricoh Americas Holdings is seeking a Legal Senior Onsite Service Specialist to support client matter workflows and onsite copier services in a dynamic environment. You will coordinate service calls, troubleshoot equipment, and help manage office operations at client sites.

The role requires a high school diploma or GED and strong MS Office skills, with excellent communication and a customer-centric approach to meet tight deadlines.

Qualifications

• Requires High school diploma or GED and basic computer skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook).
• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

Responsibilities

• Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
• Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
• Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
• Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
• Handle time-sensitive documents that are confidential in nature.
• Maintain logs for billing and reporting.
• Distribute incoming mail and packages, office supplies, and fax transmissions.
• Deliver completed reproduction work to designated delivery areas.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform batch printing using Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
• Maintain service logs, stock and organize convenience copier areas, and manage firm conference, meeting rooms and visitor offices.
• Assist facilities with box moves, office moves, and light maintenance duties.
• Perform occasional cleaning duties and may require periodic overtime.

Skills

MS Office

Communication

Customer service

Fast-paced environment

Education

High school diploma or GED

Tools

Copier equipment

Job description

Legal Senior Onsite Service Specialist

Legal Environment Responsibilities:

• Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
• Knowledge of legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
• As part of a legal services environment, it is essential that we uphold a high standard of professionalism and office etiquette.
• Assist with scheduling needed equipment, labor, and supplies for offsite trials.

General Responsibilities

• Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Provide essential equipment troubleshooting and elevate technical issues promptly for resolution.
• Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
• Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
• Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
• Handle time-sensitive documents that are confidential in nature.
• Maintain logs for billing and reporting.
• Distribute incoming mail and packages, office supplies, and fax transmissions.
• Deliver completed reproduction work to designated delivery areas.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform batch printing using Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
• Maintain service logs, stock and organize convenience copier areas, and manage firm conference, meeting rooms and visitor offices.
• Assist facilities with box moves, office moves, and light maintenance duties.
• Perform occasional cleaning duties and may require periodic overtime.

Qualifications Must Have:

• High school diploma or GED, coupled with a minimum of one year of relevant work experience.
• Proficiency in basic computer skills, including MS Office Suite.
• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

Qualifications Nice to Have:

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.

Knowledge, Skills, and Abilities:

• Working knowledge of copier and related equipment preferred.
• Knowledge of shipping/receiving procedures and basic electronics preferred.
• Ability to work independently and flexibly to complete projects.
• Troubleshooting and problem-solving skills, and the ability to read and comprehend written technical information.
• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands:

• Frequent exposure to copier/fax machine noise, toner, and changes in room temperature.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Some physical effort required, including standing, walking, bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 lbs. and pushing.
• Daily telephone/in-person contact with customers, employees, managers, and occasional contact with vendors and equipment repair personnel.
• In this role, you will be at the forefront of innovation, providing solutions and exceptional service.

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.