Legal Senior Onsite Service Specialist

Ricoh • Dallas, TX

9h • Onsite

About The Position

The Legal Senior Onsite Service Specialist provides direct hands-on support within a legal office environment. This role involves performing various office support tasks such as copy, production, scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room setup and scheduling, receptionist backup, and light facilities support. A high level of presentation skills, interpersonal etiquette, and customer service skills are essential for communicating with senior-level attorneys, partners, clients, opposing counsel, vendors, and staff. The specialist must possess a legal background to understand client matter workflow, including charge-back procedures, familiarity with legal technologies and software like document management systems and cost recovery systems (e.g., Copitrak/Equitrac), and legal records management processes. Knowledge of legal documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and proper document delivery within the court system is also required. Additionally, the position assists with scheduling necessary equipment, labor, and supplies for offsite trials.

Requirements

• High school diploma or GED
• 1-2 years of related work experience
• Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills
• May require a violation free, valid driver's license and minimum levels of auto insurance coverage per RICOH Policy
• Possess the legal background to understand client matter work flow
• Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.)
• Familiar with legal records management processes
• Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system
• Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management and advanced workflow
• Knowledge and understanding of shipping/receiving procedures
• Ability to work independently and flexibly to complete projects
• Ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials
• Ability to comprehend instructions concerning mail delivery
• Troubleshooting and problem solving skills
• Ability to read and comprehend written technical information in the form of manuals, parts books and related publications
• Excellent customer relations skills
• Excellent verbal communication skills

Nice To Haves

• Minimum of 2 years' experience in legal industry
• Working knowledge of copier and other related equipment and repair is preferred
• Basic electronics knowledge is preferred

Responsibilities

• Possess the legal background to understand client matter work flow, such as: Charge back to firm and/or clients for work, supplies, hours, etc.
• Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).
• Familiar with legal records management processes.
• Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.
• Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).
• Responsible for interacting and providing professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Work to accurately produce jobs and projects according to required deadlines.
• Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer.
• Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler.
• Handles time sensitive documents that are confidential in nature.
• Works to provide quality and accurate reproduction, scanning, or project work.
• Responds to customer inquiries including the necessary coordination and calculation of time required to complete the requested task.
• Provide imbedded support to specific floors or integrated practice groups.
• Assist with coordinating projects that will be completed off site.
• Maintains logs for billing and assists in calculating charges for work or jobs performed.
• Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies.
• Distributes incoming mail and packages to designated drop points as well as office supplies and fax transmissions.
• Delivers completed reproduction work to pre-determined delivery areas. This may include delivery areas outside of the customers office location.
• Deliveries and pickups may require travel between offices or another office location.
• Performs duties related to the shipping and receiving of materials and packages.
• Performs filing duties in conjunction with specific customer requests, which may include 'purging' and archiving old documents.
• Performs duties of scanning, file conversion, file naming, and encryption.
• Performs FTP (File Transfer Protocol) between computers and files for printing.
• Manage TOC (Table of Contents) – first page of electronic file.
• Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search.
• Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to errors or troubled copy machines. Also works to clear paper jams.
• Maintains daily meter and service logs.
• Stocks and organizes convenience copier areas.
• Straightens, organizes, and manages firm conference and meeting rooms.
• Assists facilities with box moves, office moves, and occupant moves.
• Assists facilities with light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• 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: Senior
• Education Level: High school or GED
• Number of Employees: 251-500 employees