Mail & Office Services Specialist

Ricoh Americas Holdings•New Haven, CT

1d•Onsite

About The Position

This role is for a Mail & Office Services Specialist in a legal environment, focusing on providing exceptional service and support. The specialist will be responsible for understanding client matter workflows, handling legal documents, and maintaining a high standard of professionalism. Key duties include managing job requests, troubleshooting equipment, collaborating with the team, and assisting with various office functions. The position requires flexibility to support meeting room setups, light maintenance, and reception duties, while upholding safety standards and handling confidential information. The role also involves managing mail, supplies, reproduction tasks, and copier maintenance. Occasional overtime and cleaning duties may be required.

Requirements

High school diploma or GED
Minimum of one year of relevant work experience
Proficiency in basic computer skills, including MS Office Suite
Strong communication skills
Ability to thrive in a fast-paced, customer-centric environment

Nice To Haves

Previous experience in copy jobs or related fields
Basic knowledge of electronics and copier equipment repair
Working knowledge of copier and related equipment
Knowledge of shipping/receiving procedures
Basic electronics knowledge

Responsibilities

Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
Knowledge of legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
Uphold a high standard of professionalism and office etiquette.
Assist with scheduling needed equipment, labor, and supplies for offsite trials.
Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
Handle time-sensitive documents that are confidential in nature.
Maintain logs for billing and reporting.
Distribute incoming mail and packages, office supplies, and fax transmissions.
Deliver completed reproduction work to designated delivery areas.
Perform scanning, file conversion, file naming, and encryption tasks.
Perform batch printing using Adobe Acrobat Pro.
Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
Maintain service logs, stock and organize convenience copier areas, and manage firm conference, meeting rooms and visitor offices.
Assist facilities with box moves, office moves, and light maintenance duties.
Perform occasional cleaning duties and may require periodic overtime.