Legal Hospitality & Office Services Specialist

Ricoh Americas Corporation•Boston, MA

70d•Onsite

About The Position

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: copy production and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room setup and scheduling, receptionist backup, and light facilities support. This is a hospitality-focused position emphasizing white glove service. The ideal candidate will have previous hospitality experience and demonstrate exceptional interpersonal etiquette and customer service skills. Daily receptionist coverage is required, including vacation and sick backup. This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager. Standard hours are 7:00 AM to 4:00 PM, with overtime required occasionally.

Requirements

High school diploma or GED required; 1-2 years of related work experience.
Strong customer service, communication, and interpersonal skills.
May require a valid, violation-free driver's license and minimum auto insurance coverage per company policy.
Working knowledge of copier and related equipment preferred.
Ability to use hardware/software for cost recovery, document management, and workflow.
Understanding of shipping/receiving procedures.
Ability to work independently and flexibly.
Skill in verifying packing slips and selecting appropriate packing materials.
Ability to follow mail delivery instructions.
Strong troubleshooting and problem-solving skills.
Ability to comprehend technical manuals and publications.
Excellent customer relations and verbal communication skills.

Nice To Haves

Minimum 2 years' experience in the legal industry preferred.
Basic electronics knowledge preferred.

Responsibilities

Understand legal matter workflow, including chargebacks to firm/clients for work, supplies, and hours.
Familiarity with legal technologies and software such as document management systems and cost recovery tools (e.g., Copitrak, Equitrac).
Knowledge of legal records management processes.
Experience with legal documents and procedures: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and court systems.
Assist with scheduling equipment, labor, and supplies for offsite trials.
Provide professional-level support to executive-level end users including legal assistants, firm administration, project managers, paralegals, associates, and partners.
Accurately produce jobs and projects under tight deadlines with professionalism.
Operate copier equipment including high-volume machines, fax services, postage meters, and personal computers.
Use finishing equipment: paper cutter, hole driller, bindery, jogger, tape machine, stackers, and electric stapler.
Handle confidential, time-sensitive documents.
Ensure quality and accuracy in reproduction, scanning, and project work.
Respond to customer inquiries, including coordination and time estimation for tasks.
Provide embedded support to specific floors or practice groups.
Coordinate offsite project completion.
Maintain billing logs and calculate charges for work performed.
Track work records for reporting, inventory, and supply ordering.
Distribute incoming mail, packages, office supplies, and fax transmissions.
Deliver completed work to designated areas, including external office locations.
Perform inter-office deliveries and pickups, requiring travel between offices.
Handle shipping and receiving duties.
Perform filing, purging, and archiving tasks.
Scan, convert, name, and encrypt files.
Use FTP for file transfers.
Manage electronic file TOCs (Table of Contents).
Perform OCR (Optical Character Recognition) for keyword searches.
Format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
Conduct daily quality checks on copiers and troubleshoot issues.
Maintain meter and service logs.
Stock and organize copier areas.
Straighten, organize, and manage firm conference and meeting rooms.
Assist with box, office, and occupant moves.
Support light maintenance tasks.
Perform occasional cleaning duties.
Work overtime as needed, including nights, weekends, and emergency response.
Perform other duties as assigned.