Legal On-Site Services Specialist
About The Position
Provides operational support within a legal office environment. Responsibilities may include operating high‑volume duplicating equipment, performing copying tasks, operating high‑volume document scanning equipment, and operating high‑volume mail processing equipment. Handles shipping/receiving, sorting, distributing, and processing incoming/outgoing mail and faxes, including applying postage. Provides copier maintenance and basic repair. May also perform entry‑level tasks such as bindery, QC/final check, housekeeping, file services, or call center support. Reports to the Site Manager, Site Supervisor, or Assistant Site Manager depending on site structure.
Requirements
- High school diploma, GED, or equivalent experience.
- Completion of Ricoh Legal training within 90 days of hire; maintain ongoing training requirements.
- Some copy‑related job experience preferred.
- Minimum 1 year of experience in the legal industry strongly desired.
- Strong customer service, communication, and interpersonal skills.
- May require valid driver’s license and minimum auto insurance per Ricoh policy.
- Demonstrated competency with basic computer skills, including MS Office Suite.
- Technical aptitude with printers, copiers, postage machines, and office equipment.
- Strong organizational skills.
- Ability to use hardware/software for cost recovery, document management, and workflow.
- Understanding of shipping/receiving procedures.
- Basic electronics knowledge preferred.
- Ability to work independently and adapt to project needs.
- Ability to determine correct packing methods and verify packing slips.
- Ability to follow mail delivery instructions.
- Troubleshooting and problem‑solving skills.
- Ability to read and comprehend technical manuals and related publications.
- Excellent customer relations and verbal communication skills.
Responsibilities
- Runs high‑volume copy machines and performs binding and finishing work.
- Manages highly sensitive, time‑critical legal documents.
- Provides the highest quality output due to the sensitive nature of legal materials.
- Operates high‑volume scanners.
- Operates image‑handling software.
- Uses MS Office and email systems.
- Ensures convenience copiers function properly; performs daily quality checks, clears jams, and reports issues.
- Maintains records for management reports and supply inventories.
- Distributes office supplies, fax transmissions, and mail to personnel or designated drop‑off points.
- Calculates job charges and maintains billing logs.
- Responds to and coordinates all customer service calls.
- May perform filing duties per customer request.
- Delivers completed jobs to designated internal or external locations.
- Maintains daily meter and service logs.
- May travel between customer buildings.
- Answers customer questions regarding job status or feasibility.
- Maintains copier areas in clean, stocked condition.
- Performs shipping/receiving duties.
- Uses equipment such as shrink‑wrap machines, paper cutters, hole drills, bindery tools, joggers, tape machines, stackers, electric staplers, and scales.
- Uses copier equipment, calculators, fax machines, postage meters, and basic PC functions.
- Performs filing duties including purging and archiving.
- Performs scanning, file conversion, and file naming.
- Performs FTP transfers for printing and CD/DVD creation.
- Manages TOCs (Table of Contents) for electronic files.
- Performs OCR tasks to support keyword search.
- Formats files for printing/Excel.
- Assists with coordinating off‑site projects (BIS or Smart Source).
- Interacts professionally with legal secretaries, project managers, paralegals, associates, and partners.
- Completes high‑accuracy, time‑sensitive projects under pressure.
- Performs other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
