Legal On-Site Services Specialist

Ricoh • Chicago, IL

4h • Onsite

About The Position

Provides operational support within a legal office environment and may perform functions in one or more of the following areas: operating high-volume duplicating equipment, performing associated copy services, operating high-volume document scanning equipment, and operating high-volume mail processing equipment. Responsible for shipping and receiving products and supplies; sorting, distributing, and handling incoming and outgoing mail and faxes; and applying necessary postage. Provides copier maintenance and coordinates repair of customer site equipment as needed. May also perform entry-level functions such as bindery, quality control and final check, housekeeping, file services, call center support, and related office services.

Requirements

• High school diploma, GED, or equivalent work experience.
• Completion of Ricoh Legal Training within 90 days of hire and maintenance of any ongoing training requirements.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• Demonstrated proficiency with basic computer applications, including Microsoft Office Suite.
• Technical aptitude with printers, copiers, postage equipment, and other office technology.
• Strong customer service skills.
• Strong organizational skills.
• Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.
• Knowledge and understanding of shipping and receiving procedures.
• Ability to work independently and flexibly to complete projects.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow mail delivery instructions and procedures.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer relations and verbal communication skills.

Nice To Haves

• Previous copy services or related document production experience preferred.
• Minimum of one (1) year of experience in the legal industry strongly preferred.
• May require a valid driver's license and minimum levels of auto insurance coverage in accordance with Ricoh policy.
• Basic electronics knowledge preferred.

Responsibilities

• Operates high-volume copy machines and performs binding and finishing work.
• Handles highly sensitive and confidential documents that may be time-sensitive.
• Provides exceptional quality work due to the sensitive nature of legal documents and projects.
• Operates high-volume scanners.
• Operates image-handling software.
• Utilizes Microsoft Office applications and email systems.
• Ensures convenience copiers are functioning properly through daily quality inspections. Clears paper jams and notifies technicians of equipment issues as needed.
• Maintains records for management reporting and supply inventory control.
• Distributes office supplies, fax transmissions, and mail to personnel and designated delivery points.
• Calculates charges for jobs performed and maintains billing logs as required.
• Responds to and coordinates customer service requests.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to designated customer locations within and outside the site.
• Maintains daily meter readings and service logs.
• May travel between customer office locations.
• Responds to customer inquiries regarding the status and feasibility of job requests.
• Maintains copier areas to ensure they remain organized, clean, and fully stocked.
• Performs duties related to shipping and receiving materials and supplies.
• Utilizes equipment such as shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales to complete customer projects.
• Operates copier equipment, calculators, fax machines, postage meters, and personal computers.
• Performs filing duties, including document purging and archiving.
• Performs scanning, file conversion, and file naming functions.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing and CD/DVD production.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Performs file formatting for printing, including Microsoft Excel and other document formats.
• Assists with coordinating projects completed off-site through BIS or Smart Source.
• Provides professional-level support to users at various levels, including legal secretaries, project managers, paralegals, associates, and partners.
• Produces high-quality, accurate work while meeting tight deadlines and operating in high-pressure environments.
• Performs other duties as assigned.

Benefits

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.

What This Job Offers

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