Legal Senior Onsite Service Specialist

Ricoh • New York, NY

1d • $21 - $23 • Onsite

About The Position

Provides hands-on support in a legal office, performing office services that may include copy production and scanning, fax, mail and shipping, records support, floor support, hospitality, conference room setup and scheduling, receptionist backup, and light facilities support. The role requires strong presentation, interpersonal, and customer service skills when supporting attorneys, partners, clients, opposing counsel, vendors, staff, and other office users. The position reports to a Site Manager, Site Supervisor, or Assistant Site Manager.

The specialist supports legal workflows, including client and firm chargebacks, legal technology and document management, records management, and preparation and handling of legal materials such as closing binders, depositions, transcripts, briefs, filings, discovery, and judgments. The role also helps coordinate equipment, labor, and supplies for offsite trials and projects.

Responsibilities span producing and delivering reproduction work; scanning, converting, naming, encrypting, formatting, and transferring files; managing time-sensitive confidential documents; supporting shipping, receiving, mail, and records; maintaining billing, service, inventory, and work logs; operating and troubleshooting office equipment; organizing copier areas and conference rooms; and assisting with office moves and light maintenance. Work may involve tight deadlines, occasional cleaning, and periodic overtime on nights and weekends, including off-hour emergency response.

Ricoh describes itself as an integrated solutions provider that connects people and technology and supports digital workplaces. The company promotes a purpose-driven, customer-focused culture and a commitment to a more sustainable future.

Requirements

• High school diploma or GED.
• One to two years of related work experience.
• Ability to provide an excellent customer experience using strong customer service, interpersonal, and communication skills.
• Excellent customer relations and verbal communication skills.
• Ability to work independently and flexibly to complete projects.
• Ability to troubleshoot and solve problems.
• Ability to comprehend instructions concerning mail delivery.
• Ability to read and understand technical information in manuals, parts books, and related publications.
• Ability to determine appropriate packing methods and materials and check incoming materials against packing slips.
• Knowledge and understanding of shipping and receiving procedures.
• May require a valid, violation-free driver's license and minimum auto insurance coverage under Ricoh policy.
• Ability to meet the physical demands of standing, walking, bending, reaching, stretching, climbing, lifting or moving items up to 50 pounds, and pushing or pulling wheeled machines that may weigh up to 400 pounds.

Nice To Haves

• At least two years of experience in the legal industry.
• Working knowledge of copier and related equipment and repair.
• Ability to use hardware and software for cost recovery, document management, and advanced workflow.
• Basic electronics knowledge.

Responsibilities

• Provide professional support to legal office users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Produce jobs and projects accurately and meet required deadlines, including short-turnaround requests.
• Operate copier equipment, high-volume copy machines, fax services, postage meters, and personal computers.
• Use paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handle confidential, time-sensitive documents and provide accurate reproduction, scanning, and project work.
• Respond to customer inquiries and coordinate or estimate the time needed to complete requested work.
• Provide embedded support to designated floors or integrated practice groups.
• Coordinate projects completed off site and help schedule equipment, labor, and supplies for offsite trials.
• Maintain billing logs and assist with calculating charges for work performed.
• Maintain work records for tracking, management reports, inventory, and supply ordering.
• Distribute incoming mail, packages, office supplies, and fax transmissions to designated locations.
• Deliver completed reproduction work to designated areas, potentially outside the customer's office; make deliveries and pickups between office locations when required.
• Perform shipping and receiving duties, including checking packing slips and selecting appropriate packing materials.
• Perform filing, purging, and archiving in response to customer requests.
• Scan and convert files; name and encrypt files; transfer files using FTP; manage tables of contents; perform OCR; and format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
• Perform daily quality checks on convenience copiers, troubleshoot errors, clear paper jams, maintain meter and service logs, and stock and organize copier areas.
• Straighten, organize, and manage conference and meeting rooms.
• Assist facilities with box, office, and occupant moves and light maintenance; may perform occasional cleaning.
• Perform other duties as assigned.

Benefits

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

What This Job Offers

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