Legal Office Services Specialist

Ricoh • Miami, FL

7d • Onsite

About The Position

The Legal Office Services Specialist provides customer-focused office and document services in a legal environment. The role involves understanding legal matter workflows and related charges, handling confidential and time-sensitive documents, and maintaining professionalism and office etiquette. The specialist supports reproduction and document-processing work, copier operations, mail and supply distribution, conference and visitor-office management, and occasional facilities tasks. The position also assists with scheduling equipment, labor, and supplies for offsite trials.

The role requires frequent customer interaction, responsiveness to tight deadlines, safe handling of equipment and materials, and flexibility to support meeting-room setups, reception, light maintenance, and other building functions. Working conditions include copier and fax noise, toner exposure, temperature changes, and some physical activity, including lifting or moving items up to 50 pounds. Periodic overtime may be required.

Requirements

• High school diploma or GED.
• At least one year of relevant work experience.
• Proficiency in basic computer skills, including Microsoft Office Suite.
• Strong communication skills and the ability to thrive 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.

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.

Responsibilities

• Understand client matter workflows, including charges 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.
• Maintain professionalism and office etiquette in the legal services environment.
• Assist with scheduling equipment, labor, and supplies for offsite trials.
• Address customer inquiries, coordinate service calls, and manage job requests.
• Troubleshoot equipment and promptly escalate technical issues.
• Collaborate 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, as well as service logs.
• 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.
• Perform batch printing using Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshoot copy machines.
• Stock and organize convenience copier areas and manage firm conference rooms, meeting rooms, and visitor offices.
• Assist facilities with box moves, office moves, and light maintenance duties.
• Perform occasional cleaning duties.

Benefits

• A broad selection of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401(k)).
• Health Savings Account (HSA) and Flexible Spending Account (FSA) investment options.
• 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