Office Hospitality Coordinator

Ricoh Deutschland GmbH; Los Angeles (CA); On-site; USD 27,000 - 35,000; Full time

Job summary

Ricoh Deutschland GmbH is seeking a Legal Senior Onsite Service Specialist in Los Angeles to provide direct hands-on support within a legal office environment. The role covers conference room setup, hospitality services, mail/shipping, and light facilities tasks while delivering professional client interactions.

The position requires 1–2 years of related office or legal support experience, strong customer service skills, and proficiency with Microsoft Office and data entry.

Qualifications

• High School Diploma or GED required.
• 1-2 years of related office services, hospitality, administrative support, or legal support experience required.
• Minimum of 2 years of legal industry experience preferred.

Responsibilities

• Set up and maintain conference rooms and meeting spaces.
• Coordinate food and beverage service for meetings and events.
• Prepare and display catered meals and refreshments.
• Restock snacks, beverages, and coffee stations.
• Maintain hospitality inventories and order supplies as needed.
• Ensure conference rooms and common areas are organized and presentation-ready.
• Perform document production, scanning, copying, finishing, and distribution for legal office needs.
• Handle confidential legal documents and records.
• Support legal records management and document workflows.
• Complete file conversions, OCR processing, FTP transfers, and document formatting using Microsoft Office and Adobe Acrobat.
• Assist with offsite trial preparation and project coordination.
• Process incoming and outgoing mail and packages.
• Coordinate shipping and receiving activities.
• Maintain departmental logs, records, tracking reports, and supply inventory.
• Provide direct floor support to attorneys, paralegals, legal assistants, and administrative staff.

Skills

Customer service

Hospitality experience

Conference room setup

Meeting support

Catering coordination

Data entry

Microsoft Office

Communication skills

Multitasking

Education

High School Diploma or GED

Tools

Copitrak

Equitrac

Job description

Legal Senior Onsite Service Specialist

$19.46 - $25.13 per hour

Position Profile

Provides direct hands-on support within a legal office environment. Performs various office support tasks including copy, production, scanning, mail and shipping, records support, hospitality services, conference room setup and scheduling, receptionist backup, direct floor support, and light facilities support.

The Senior Legal Onsite Service Specialist must possess a high level of professionalism, presentation skills, interpersonal etiquette, and customer service skills to effectively communicate with attorneys, partners, clients, vendors, and support staff.

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

What We're Looking For Required Experience

• Strong customer service and hospitality experience.
• Experience supporting clients, guests, or executive-level professionals in a fast-paced environment.
• Experience with conference room setup, meeting support, catering coordination, or workplace hospitality services.
• Ability to manage multiple priorities while maintaining a professional demeanor.
• Intermediate computer skills including Microsoft Office, email, and data entry.
• Ability to perform light physical duties, including moving tables, chairs, supplies, and setting up meeting spaces

Preferred Experience

• Legal industry experience preferred.
• Experience with records management, document production, scanning, printing, and mail services.
• Knowledge of legal workflows, court filings, depositions, transcripts, discovery documents, and closing binders.
• Familiarity with document management and cost recovery systems such as Copitrak or Equitrac.

Key Responsibilities Hospitality & Conference Services

• Set up and maintain conference rooms and meeting spaces.
• Coordinate food and beverage service for meetings and events.
• Prepare and display catered meals and refreshments.
• Restock snacks, beverages, and coffee stations.
• Maintain hospitality inventories and order supplies as needed.
• Ensure conference rooms and common areas are organized and presentation-ready.

Legal Office Services

• Perform document production, scanning, copying, finishing, and distribution.
• Handle confidential legal documents and records.
• Support legal records management and document workflows.
• Complete file conversions, OCR processing, FTP transfers, and document formatting using Microsoft Office and Adobe Acrobat.
• Assist with offsite trial preparation and project coordination.

Mail, Shipping & Administrative Support

• Process incoming and outgoing mail and packages.
• Coordinate shipping and receiving activities.
• Maintain departmental logs, records, tracking reports, and supply inventory.
• Provide direct floor support to attorneys, paralegals, legal assistants, and administrative staff.

Qualifications

• High School Diploma or GED required.
• 1-2 years of related office services, hospitality, administrative support, or legal support experience required.
• Minimum of 2 years of legal industry experience preferred.
• Excellent customer service, interpersonal, and communication skills.
• Ability to work independently and prioritize multiple assignments.
• Strong attention to detail and commitment to quality 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.