Legal Print and Document Services Specialist

Ricoh Americas Holdings; Massachusetts; On-site; USD 29,000 - 37,000; Full time

Job summary

Ricoh Americas Holdings in a legal office setting provides hands-on onsite support including copy, production, scanning, mail/shipping, and conference room management. The Senior Onsite Service Specialist communicates with senior attorneys and clients with professionalism and strong customer service. The role reports to a Site Manager or Assistant Site Manager and may require overtime for emergency needs.

Qualifications

• High school diploma or GED required.
• 1–2 years of related work experience preferred.
• Strong customer service and communication skills.
• Ability to communicate with senior-level attorneys and clients.

Responsibilities

• Provide hands-on support in a legal office environment (copy, production, scanning, fax, mail and shipping).
• Set up and schedule conference rooms and provide receptionist backup as needed.
• Assist with off-site trials by coordinating equipment, labor, and supplies.
• Maintain billing logs and assist in calculating charges for work performed.
• Respond to inquiries and estimate project completion times.
• Organize and maintain records, logs, and supplies, including scanning and filing.

Skills

Customer service

Presentation skills

Professional etiquette

Education

High school diploma or GED

Tools

Copier equipment

Document management systems

Cost recovery systems

Job description

Description

Legal Senior Onsite Service Specialist

$20.95 - $27.07 per hour

POSITION PROFILE

Provides direct hands-on support within a legal office environment. Performs a variety of office support tasks that may include one or more of the following areas of responsibility: copy, production, and scanning services; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support.

The Senior Legal Onsite Service Specialist must possess strong presentation skills, professional etiquette, and exceptional customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and other stakeholders.

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

Legal Environment Responsibilities

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

• Chargebacks to the firm and/or clients for work, supplies, labor hours, and services.
• 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 documents and processes, including:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Filings
  • Discovery
  • Judgments
  • Court systems and filing procedures
• Assists with scheduling equipment, labor, and supplies for off-site trials.

Other Duties and Responsibilities

• Provides professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Produces jobs and projects accurately while meeting required deadlines. Assignments may require composure and professionalism under short turnaround times.
• Operates office equipment, including:
  • High-volume copy machines
  • Fax machines
  • Postage meters
  • Personal computers
• Utilizes production equipment such as:
  • Paper cutters
  • Hole drillers
  • Bindery equipment
  • Joggers
  • Tape machines
  • Stackers
  • Electric staplers
• Handles confidential and time-sensitive documents.
• Provides high-quality and accurate reproduction, scanning, and project support services.
• Responds to customer inquiries, including coordinating and estimating project completion times.
• Provides embedded support to specific floors or integrated practice groups.
• Assists in coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains logs and records used for:
  • Tracking
  • Management reporting
  • Inventory control
  • Supply ordering
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated delivery locations.
• Delivers completed reproduction work to designated delivery areas, including locations outside of the customer’s office when required.
• Performs pickups and deliveries that may require travel between offices or other locations.
• Handles shipping and receiving responsibilities for materials and packages.
• Performs filing duties in conjunction with customer requests, including document purging and archiving.
• Performs scanning, file conversion, file naming, and file encryption.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Formats files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
• Conducts daily quality checks on convenience copiers to ensure proper operation.
• Responds to copier issues and clears paper jams as needed.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Assists Facilities with:
  • Box moves
  • Office relocations
  • Occupant moves
• Assists Facilities with light maintenance activities.
• May perform occasional cleaning duties.
• May require occasional overtime, including evenings, weekends, and emergency response situations.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications) Required Qualifications

• High school diploma or GED required.
• One (1) to two (2) years of related work experience required.

Preferred Qualifications

• Minimum of two (2) years of legal industry experience preferred.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• Valid driver's license with a clean driving record may be required.
• Must maintain minimum automobile insurance requirements in accordance with Ricoh policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related equipment maintenance preferred.
• Ability to utilize a combination of hardware and software solutions to support:
  • Cost recovery
  • Document management
  • Advanced workflow solutions
• Knowledge of shipping and receiving procedures.
• 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 procedures.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer service and customer relationship skills.
• Strong verbal communication skills.
• Strong attention to detail and organizational skills.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier and fax machine noise, toner, and changing room temperatures.
• May be exposed to paper cuts from handling documents and opening boxes.
• Exposure to various weather conditions when travel between buildings is required.
• Exposure to office equipment that may present opportunities for injury or accidents.
• Daily telephone and in-person interaction with customers, employees, managers, and/or the Dispatch Department.
• Occasional interaction with vendors and equipment repair personnel.
• Ability to work effectively under tight deadlines and quick turnaround requirements.
• Physical demands may include extended periods of:
  • Standing
  • Walking
  • Bending
  • Reaching
  • Stretching
  • Climbing
• Ability to lift or move items weighing up to 50 pounds.
• May be required to push or pull wheeled equipment weighing up to 400 pounds during repair or relocation activities.
• Walking between buildings or locations may be required.

The above statements are intended to describe the general nature and level of work 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.