Legal Office Services Specialist

Ricoh • Austin, TX

9h • Onsite

About The Position

The Legal Office Services Specialist provides onsite office and reproduction services in a legal environment. The role supports client matter workflows and understands how work, supplies, and hours may be charged to the firm or its clients. It requires knowledge of legal documents and a high standard of professionalism and office etiquette. The specialist may coordinate equipment, labor, and supplies for offsite trials.

The position delivers customer service and reproduction support, including equipment troubleshooting, document scanning and conversion, file naming and encryption, batch printing, and delivery of completed work. It also supports mail and package distribution, conference and visitor-office management, copier-area upkeep, facilities tasks, and other office functions. The role handles confidential, time-sensitive documents, maintains billing and service logs, follows safety protocols, and may require occasional overtime and cleaning duties.

The work involves frequent exposure to copier and fax noise, toner, and changes in room temperature. Tight deadlines and quick turnaround times can create high stress. Physical activities include standing, walking, bending, reaching, stretching, climbing, lifting or moving items up to 50 pounds, and pushing. The position involves daily telephone and in-person contact with customers, employees, and managers, and occasional contact with vendors and equipment repair personnel.

Requirements

• High school diploma or GED.
• At least one year of relevant work experience.
• Proficiency in basic computer skills, including the MS Office Suite.
• Strong communication skills.
• Ability to thrive in a fast-paced, customer-centric environment.
• Ability to work independently and flexibly to complete projects.
• Troubleshooting and problem-solving skills.
• Ability to read and comprehend 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 copier and related equipment.
• Knowledge of shipping and receiving procedures and basic electronics.

Responsibilities

• Understand client matter workflows, including charges to the firm or clients for work, supplies, and hours.
• Apply knowledge of legal documents, including 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 for resolution.
• 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, along with service logs.
• Distribute incoming mail and 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 errors or troubleshoot copy machines.
• 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.

Benefits

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

What This Job Offers

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