Legal Print and Document Services Specialist

Ricoh Americas Holdings • Atlanta, MA

46d • Onsite

About The Position

Provides direct hands-on support within a legal office environment. Performs a variety of office support tasks that may include one or more of the following areas of responsibility: copy, production, and scanning services; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support. The Senior Legal Onsite Service Specialist must possess strong presentation skills, professional etiquette, and exceptional customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and other stakeholders. This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Requirements

• High school diploma or GED required.
• One (1) to two (2) years of related work experience required.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• Valid driver's license with a clean driving record may be required.
• Must maintain minimum automobile insurance requirements in accordance with Ricoh policy.
• Working knowledge of copier equipment and related equipment maintenance preferred.
• Ability to utilize a combination of hardware and software solutions to support: Cost recovery, Document management, Advanced workflow solutions.
• Knowledge of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow mail delivery procedures.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer service and customer relationship skills.
• Strong verbal communication skills.
• Strong attention to detail and organizational skills.

Nice To Haves

• Minimum of two (2) years of legal industry experience preferred.

Responsibilities

• Possesses the legal background necessary to understand client matter workflow, including: Chargebacks to the firm and/or clients for work, supplies, labor hours, and services.
• 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 documents and processes, including: Closing binders, Depositions, Transcripts, Briefs, Addendums, Filings, Discovery, Judgments, Court systems and filing procedures.
• Assists with scheduling equipment, labor, and supplies for off-site trials.
• Produces jobs and projects accurately while meeting required deadlines.
• Operates office equipment, including: High-volume copy machines, Fax machines, Postage meters, Personal computers.
• Utilizes production equipment such as: Paper cutters, Hole drillers, Bindery equipment, Joggers, Tape machines, Stackers, Electric staplers.
• Handles confidential and time-sensitive documents.
• Provides high-quality and accurate reproduction, scanning, and project support services.
• Responds to customer inquiries, including coordinating and estimating project completion times.
• Provides embedded support to specific floors or integrated practice groups.
• Assists in coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains logs and records used for: Tracking, Management reporting, Inventory control, Supply ordering.
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated delivery locations.
• Delivers completed reproduction work to designated delivery areas, including locations outside of the customer’s office when required.
• Performs pickups and deliveries that may require travel between offices or other locations.
• Handles shipping and receiving responsibilities for materials and packages.
• Performs filing duties in conjunction with customer requests, including document purging and archiving.
• Performs scanning, file conversion, file naming, and file encryption.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Formats files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
• Conducts daily quality checks on convenience copiers to ensure proper operation.
• Responds to copier issues and clears paper jams as needed.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Assists Facilities with: Box moves, Office relocations, Occupant moves.
• Assists Facilities with light maintenance activities.
• May perform occasional cleaning duties.
• May require occasional overtime, including evenings, weekends, and emergency response situations.
• Performs other duties as assigned.

What This Job Offers

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