Mail & Office Services Specialist

Ricoh•Stamford, CT

1d•Onsite

About The Position

This role is a Legal Senior Onsite Service Specialist within a legal environment, focusing on mail and office services. The specialist will be responsible for understanding client matter workflows, including charge backs for work, supplies, and hours. A key aspect of the role involves knowledge of various legal documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, and judgments. Maintaining a high standard of professionalism and office etiquette is essential. The role also includes assisting with scheduling equipment, labor, and supplies for offsite trials. General responsibilities encompass delivering exceptional customer service, coordinating service calls, managing job requests, and providing equipment troubleshooting. Collaboration with team members is crucial for smooth job delivery and supporting building functions. Flexibility is required for assisting with meeting room setups, light maintenance, and reception duties. Adherence to safety standards and protocols is mandatory. The role involves handling confidential, time-sensitive documents, maintaining billing and reporting logs, and distributing mail, packages, and fax transmissions. Specific tasks include delivering reproduction work, performing scanning, file conversion, naming, and encryption, batch printing using Adobe Acrobat Pro, and conducting daily quality checks on convenience copiers. Maintaining service logs, organizing copier areas, and managing firm conference rooms and visitor offices are also part of the duties. Assistance with facilities tasks like box moves, office moves, and light maintenance is expected. Occasional cleaning duties and periodic overtime 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 and basic electronics.

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).
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.
Assist 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.