Legal Office Services Manager

Ricoh Americas Holdings•Philadelphia, PA

6d•Onsite

About The Position

Supervises the day-to-day operations of a specified one- to three-person site within a legal office environment. Reports directly to a Senior Site Manager or Field Manager and provides employee development support. Assists with employee relations matters related to supervising and directing staff. Develops, implements, and reviews procedures to ensure compliance, operational effectiveness, and continuous improvement. Responsible for preparing, validating, and invoicing client billing according to customer requirements. Must possess excellent interpersonal and customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and other stakeholders. The Site Leader serves as the primary point of contact for customer issues and is responsible for directing issue resolution. Works directly or indirectly in support of site operations, including copy, production and scanning services, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist support, facilities coordination, and inventory control. Works to maintain an acceptable profit level within the site while identifying opportunities to enhance customer workflow through additional service offerings.

Requirements

High school diploma or GED required.
Two (2) or more years of experience in a related field.

Nice To Haves

Minimum of two (2) years of experience in the legal industry strongly preferred.
Experience supporting various legal practice areas, including: Criminal law, Civil law, Corporate law, Real estate law, Bankruptcy law, Intellectual property law.
Proficiency with: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat (PDF), Legal software applications.
Experience delivering classroom and/or informal training.
Experience operating advanced production equipment and performing complex document services work.
Familiarity with legal technologies and software, including document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
Familiarity with legal records management processes.
Knowledge of legal processes and documents, including: Closing binders, Depositions, Transcripts, Briefs, Addendums, Court filings, Discovery, Judgments.
Knowledge of court systems and filing procedures.

Responsibilities

Supervises the day-to-day operations of a specified one- to three-person site within a legal office environment.
Assists with employee relations matters related to supervising and directing staff.
Develops, implements, and reviews procedures to ensure compliance, operational effectiveness, and continuous improvement.
Responsible for preparing, validating, and invoicing client billing according to customer requirements.
Serves as the primary point of contact for customer issues and is responsible for directing issue resolution.
Works directly or indirectly in support of site operations, including copy, production and scanning services, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist support, facilities coordination, and inventory control.
Works to maintain an acceptable profit level within the site while identifying opportunities to enhance customer workflow through additional service offerings.
Possesses the legal background necessary to understand client matter workflow, including chargeback of work, supplies, labor, and services to firms and/or clients.
Assists with scheduling equipment, labor, and supplies for off-site trials and legal proceedings.
Responsible for the effective implementation and management of the Ricoh Service Excellence methodology.
Functions as a working supervisor, assisting with daily operational tasks in accordance with customer contracts.
Maintains formal customer contact on a daily basis.
Handles highly confidential and time-sensitive legal documents.
Ensures quality work due to the sensitive nature of legal projects and documentation.
Demonstrates an understanding of law firm structure and hierarchy while providing professional support to legal secretaries, project managers, paralegals, associates, and partners.
Ensures accuracy on expedited projects with strict deadlines.
Provides training on workflow processes and equipment operations as needed.
Ensures payroll accuracy by reviewing and correcting employee timekeeping records.
Achieves shift profitability through effective management of labor, materials, and supplies.
Maintains operational quality standards to meet audit requirements and customer deadlines.
Utilizes effective scheduling practices to achieve quality and productivity goals.
Holds direct reports accountable for quality, productivity, and operational efficiency.
Facilitates resolution of issues related to pricing, order intake, and invoicing.
Ensures employees execute performance objectives through development plans, 90-day plans, and regular performance reviews.
Creates and posts reports showing productivity, quality, and deadline performance.
Maintains positive working relationships across departments through professional communication.
Completes site reports and required administrative documentation accurately and on time.
Completes month-end management reporting.
Assists leadership with review of monthly financial reporting.
Performs other duties as assigned.