Legal Site Supervisor

Ricoh Americas Corporation; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401K retirement plan

HSA benefits

Tuition assistance

Paid vacation

Paid holidays

Job summary

Ricoh Americas Corporation in Austin, TX is seeking a Site Leader for Legal to supervise the day-to-day operations of a small legal office. You will report to an Account Manager, develop staff, manage workflows, and ensure compliance and efficient service delivery across billing, document production, and facilities tasks.

The role emphasizes profitability while expanding client services, with strong communication to attorneys and staff, and leadership in training, performance reviews, and

Qualifications

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

Responsibilities

• Chargeback billing to firms and clients for work, supplies, labor hours, and services.
• Familiarity with legal technologies and document management systems.
• Assists with scheduling equipment, labor, and supplies for off-site trials.
• Maintain confidentiality and professionalism when handling legal documents and projects.

Skills

Organizational skills

Leadership

Communication

Customer service

Problem solving

Confidentiality

Education

High school diploma or GED

Two years of related field experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Job description

Site Leader, Legal

POSITION PROFILE

Supervises the day-to-day operations of a one- to three-person site within a legal office environment. Reports directly to an Account Manager and provides employee development support. Assists with employee relations matters related to supervising and directing staff. Develops, implements, and reviews procedures for compliance, efficiency, and continuous improvement.

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

The Site Supervisor serves as the primary point of contact for customer issues and provides leadership in issue resolution. Supports site operations across services including copy, production and scanning, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist backup, facilities support, and inventory control.

This role works to maintain an acceptable level of profitability 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 billing to firms and/or clients for work, supplies, labor hours, and services.
• Familiarity with legal technologies and software, including document management systems and cost recovery systems (e.g., Copitrak, Equitrac).
• Knowledge of legal records management processes.
• Familiarity with legal documentation 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

• Responsible for the effective implementation and management of Ricoh Service Excellence methodology.
• Functions as a working supervisor by assisting with daily operations in accordance with customer requirements.
• Maintains formal daily contact with customers.
• Handles highly confidential and time-sensitive legal documents.
• Ensures quality work due to the sensitive nature of legal documents and projects.
• Demonstrates understanding of law firm structure and hierarchy while providing professional support to legal secretaries, project managers, paralegals, associates, and partners.
• Ensures accuracy on project work requiring expedited turnaround times and strict deadlines.
• Provides training on workflows and equipment operation as needed.
• Ensures payroll accuracy by reviewing and correcting employee time records.
• Achieves shift profitability through effective management of labor, materials, and supplies.
• Maintains operational quality to ensure compliance with audits, deadlines, and service standards.
• Meets quality and deadline requirements through effective scheduling and workflow management.
• Holds direct reports accountable for productivity, quality, and operational efficiency.
• Facilitates resolution of issues involving pricing, order intake, and invoicing.
• Ensures team members execute performance objectives through development plans, 90-day plans, and regular performance reviews.
• Posts reports reflecting productivity, quality, and deadline performance.
• Maintains positive internal working relationships through professional communication.
• Completes site reports and required administrative paperwork accurately and on time.
• Completes month-end management reports.
• Assists the Account Manager with monthly financial reviews and 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.
• Experience supporting various legal practice areas, including:
• Criminal Law
• Civil Litigation
• Corporate Law
• Real Estate Law
• Bankruptcy Law
• Intellectual Property Law
• Proficiency with:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Adobe Acrobat
• Legal software applications
• Experience delivering classroom and/or informal training.
• Experience operating advanced production equipment and completing complex document production projects.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to establish goals, lead teams, and train employees effectively.
• Strong technical aptitude and ability to operate complex machinery and equipment.
• Ability to stay current on technology, industry trends, and best practices.
• Strong customer service and relationship management skills.
• Excellent written and verbal communication abilities.
• Strong leadership, coaching, and employee development capabilities.
• Effective problem-solving and decision-making skills.
• Ability to manage multiple priorities and competing deadlines.
• Ability to maintain confidentiality and professionalism in a legal environment.

Working Conditions, Mental and Physical Demands

• Office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require interpretation, comprehension, and application of complex information, data, and instructions.
• Requires the ability to prepare, communicate, and present a variety of information.
• Primarily sedentary work with occasional walking, standing, bending, reaching, lifting, and carrying.
• Ability to lift or carry items weighing up to 50 pounds, including files, books, paper, and office supplies.
• Requires moderate manual dexterity and regular use of office equipment, computers, keyboards, calculators, and tools requiring hand-eye coordination.

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

Invest in Yourself:

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.