Legal Senior Onsite Service Specialist

Ricoh•New York, NY

1d•$21 - $23•Onsite

About The Position

Provides hands-on office support in a legal office environment, including reproduction, scanning, faxing, mail and shipping, records support, floor support, conference room setup and scheduling, receptionist backup, and light facilities assistance. The role requires strong presentation, interpersonal, and customer service skills when supporting attorneys, partners, clients, opposing counsel, vendors, and staff. The position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager. The specialist supports legal workflows and handles confidential, time-sensitive documents. Work includes producing and formatting documents, managing scanning and file conversion, supporting records processes, coordinating offsite projects and trial resources, maintaining billing and service records, distributing mail and supplies, and operating and troubleshooting office equipment. The role may also involve deliveries between offices, facilities assistance, occasional cleaning, and periodic overtime on nights and weekends, including off-hour emergency response.

Requirements

High school diploma or GED.
1–2 years of related work experience.
Ability to provide excellent customer service using strong personal and communication skills.
Ability to work independently and flexibly to complete projects.
Knowledge of shipping and receiving procedures, including selecting packing materials and checking packing slips for accuracy.
Ability to comprehend mail-delivery instructions and read and understand technical information in manuals, parts books, and related publications.
Troubleshooting and problem-solving skills.
Excellent customer-relations and verbal-communication skills.
A valid, violation-free driver's license and minimum auto-insurance coverage may be required under Ricoh policy.
Ability to meet the role's physical demands, including 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 2 years of experience in the legal industry.
Working knowledge of copiers and related equipment and repair.
Ability to use hardware and software for cost recovery, document management, and advanced workflow.
Basic electronics knowledge.

Responsibilities

Understand legal matter workflows, including chargebacks, legal records processes, legal technologies, and legal documents and court-system procedures.
Assist with scheduling equipment, labor, and supplies for offsite trials.
Provide professional support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
Produce jobs and projects accurately and meet required deadlines, including short deadlines.
Operate copier equipment, high-volume copiers, fax services, postage meters, and personal computers.
Use finishing and production equipment, including paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
Handle confidential, time-sensitive documents and deliver accurate reproduction, scanning, and project work.
Respond to customer inquiries and coordinate and estimate the time needed to complete requested tasks.
Provide embedded support to designated floors or integrated practice groups and help coordinate offsite projects.
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 delivery areas, which may be outside the customer's office; travel between offices may be required for pickups and deliveries.
Perform shipping and receiving duties, including checking packing slips and selecting appropriate packing materials.
Perform filing, document purging and archiving, scanning, file conversion, file naming, and encryption.
Transfer files using FTP, manage table-of-contents first pages for electronic files, and perform OCR to support keyword searches.
Format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
Perform daily quality checks on convenience copiers, respond to equipment errors, clear paper jams, and maintain meter and service logs.
Stock and organize copier areas and straighten, organize, and manage conference and meeting rooms.
Assist facilities with box, office, and occupant moves; perform light maintenance and occasional cleaning duties.
Perform other duties as assigned.