Hospitality and Office Services Specialist

Ricoh • Palo Alto, CA

19h • $18 - $32 • Onsite

About The Position

The Hospitality and Office Services Specialist provides customer-focused office services in a legal environment. The role supports document production and delivery, copier and equipment operations, mail and package distribution, conference and visitor office readiness, and facility needs. It requires professionalism, confidentiality, flexibility, and the ability to manage time-sensitive requests in a fast-paced environment. The listed pay range is $18.22–$32.33.

The specialist supports legal matter workflows, including understanding billing for work, supplies, and hours, and recognizing common legal documents. The role may also assist with equipment, labor, and supply arrangements for offsite trials. Work involves occasional overtime, physical activity including moving items up to 50 pounds, and exposure to copier noise, toner, temperature changes, and deadline-related stress.

Requirements

• High school diploma or GED.
• At least one year of relevant work experience.
• Basic computer skills, including proficiency with MS Office Suite.
• Strong communication skills and ability to work in a fast-paced, customer-centric environment.
• Ability to work independently and flexibly to complete projects.
• Troubleshooting and problem-solving skills, including the ability to read and understand written technical information.
• Excellent customer relations and verbal communication skills.
• Ability to perform physical activities including standing, walking, bending, reaching, stretching, climbing, lifting or moving items weighing up to 50 pounds, and pushing.

Nice To Haves

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.
• Working knowledge of copiers and related equipment.
• Knowledge of shipping and receiving procedures and basic electronics.

Responsibilities

• Deliver customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Troubleshoot equipment and promptly escalate technical issues for resolution.
• Coordinate with team members to deliver completed jobs and support building functions.
• Occasionally assist with meeting room setups, light maintenance, and reception duties.
• Follow safety standards and protocols when handling equipment and materials.
• Handle confidential, time-sensitive documents.
• Maintain logs for billing and reporting.
• Distribute incoming mail, 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 copier errors or troubleshooting needs.
• Maintain service logs and stock and organize convenience copier areas.
• Manage firm conference rooms, meeting rooms, and visitor offices.
• Assist facilities with box moves, office moves, and light maintenance duties.
• Perform occasional cleaning duties.
• Understand client matter workflows, including chargebacks to the firm or clients for work, supplies, and hours.
• Apply knowledge of legal documents, such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, and judgments.
• Assist with scheduling equipment, labor, and supplies for offsite trials.
• Maintain professionalism and office etiquette in the legal services environment.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA) and Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time and paid holidays.
• Additional health, wellness, and personal and professional development benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED