Legal Office Services Lead

Ricoh Americas Holdings•New York, NY

19h

About The Position

The Legal Office Services Lead supervises day-to-day operations at a 1- to 3-person site in a legal office environment. Reporting directly to an Account Manager, this working supervisor supports employee development and assists with employee relations matters. The role develops, implements, and reviews procedures for compliance and continuous improvement; prepares, validates, and invoices client work; and serves as the point person for customer issues and their resolution. The position supports legal office services including copy production and scanning, fax, mail and shipping, hospitality, conference room setup and scheduling, receptionist backup, facilities support, and inventory control. The lead works to maintain site profitability while identifying additional service offerings that can improve customer workflow. The role requires professional communication with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others, and involves handling confidential, time-sensitive legal documents and projects. The lead oversees shift operations, staffing, workflow, quality, deadlines, payroll timekeeping accuracy, training, reporting, and invoicing. The role also supports legal matter workflows, chargebacks, legal records processes, court filings and document delivery, and scheduling equipment, labor, and supplies for offsite trials. Work is typically performed in an office environment. It is primarily sedentary but may involve walking, standing, bending, reaching, and lifting or carrying objects weighing up to 50 pounds.

Requirements

High school diploma or GED.
Two or more years of experience in a related field.
Strong organizational skills.
Ability to set goals effectively, lead employees, and train employees.
Strong technical skills and ability to operate complex equipment.
Ability to stay current on emerging technology and industry trends through ongoing learning and development.
Ability to interpret, comprehend, and apply complex information, data, and instructions.
Ability to communicate diversified information.

Nice To Haves

At least two years of experience in the legal industry.
Experience supporting legal practice areas such as criminal, civil, corporate, real estate, bankruptcy, or intellectual property.
Proficiency with Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat (PDF), and legal software applications.
Experience delivering classroom and/or informal training.
Experience operating advanced equipment and performing complex production work.
Familiarity with legal technologies and software such as document management systems and cost recovery or chargeback systems, including Copitrak and Equitrac.
Familiarity with legal records management processes.
Familiarity with legal processes and documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and court systems.

Responsibilities

Supervise daily operations of a 1- to 3-person legal office site and provide employee developmental support.
Assist with employee relations matters related to supervising and directing employees.
Develop, implement, and review procedures for compliance and improvement.
Prepare, create, validate, and invoice client work according to customer billing needs.
Serve as the point person for customer issues and provide direction for issue resolution.
Support copy production and scanning, fax, mail and shipping, hospitality, conference room setup and scheduling, receptionist backup, facilities support, and inventory control.
Maintain an acceptable site profit level and seek additional service offerings to enhance customer workflow.
Support legal matter workflows, including chargebacks for work, supplies, and hours; legal records management; and court document delivery.
Assist with scheduling equipment, labor, and supplies for offsite trials.
Implement and manage the Ricoh Service Excellence methodology.
Work alongside staff in daily tasks and operations as required by the customer contract.
Maintain formal daily contact with customers and provide professional support to legal office personnel.
Ensure accuracy and quality on projects with expedited turnaround times and strict deadlines.
Train employees on workflow and machine operations when necessary.
Oversee and correct time clock punches to ensure payroll accuracy.
Supervise labor, materials, and supplies to achieve shift profitability.
Operate shifts and maintain quality standards to meet audits and deadlines.
Schedule jobs effectively to meet quality and deadline standards.
Hold direct reports accountable for workflow quality and efficiency.
Resolve issues concerning pricing, order intake, and invoicing.
Ensure direct reports execute objectives using development plans, ninety-day plans, and regular performance reviews.
Post reports showing productivity, quality, and deadline results.
Maintain positive internal working relationships through professional communication.
Complete site reports, paperwork, and month-end management reporting accurately and on time.
Assist the Account Manager with monthly financial reporting reviews.
Perform other duties as assigned.