Office Services Coordinator
About The Position
Provides direct, hands-on support in a legal office environment. The role may cover 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 position requires strong presentation, interpersonal, and customer service skills when supporting attorneys, partners, clients, opposing counsel, vendors, staff, and other end users. The role supports legal matter workflows, including chargebacks, legal technologies and records processes, legal documents and court filings, and arranging equipment, labor, and supplies for off-site trials. It produces and delivers reproduction and scanning projects, handles confidential and time-sensitive documents, maintains billing and operational records, supports mail, shipping, filing, electronic document preparation, and copier operations, and assists with conference rooms and facilities. Work may involve tight deadlines and periodic overtime, including evenings, weekends, or off-hour emergency response. The position reports to a Site Manager, Site Supervisor, or Assistant Site Manager.
Requirements
- High school diploma or GED.
- One to two years of related work experience.
- Strong customer service, interpersonal, and communication skills.
- Ability to use hardware and software to support cost recovery, document management, and advanced workflow solutions.
- Knowledge and understanding of shipping and receiving procedures.
- Ability to work independently and flexibly to complete projects.
- Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
- Ability to understand and follow instructions related to mail delivery processes.
- Strong troubleshooting and problem-solving skills.
- Ability to read and comprehend technical information in manuals, parts books, and related publications.
- Excellent customer relations and verbal communication skills.
- May require a valid driver's license with no violations and minimum auto insurance coverage in accordance with Ricoh policy.
Nice To Haves
- At least two years of experience in the legal industry.
- Working knowledge of copier equipment and related equipment maintenance.
- Basic electronics knowledge.
- Familiarity with legal matter workflows, chargebacks, legal technologies and software such as document management and cost recovery systems, legal records management, legal processes and documents, and court document delivery.
Responsibilities
- 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 within required deadlines.
- Operate copier equipment, high-volume copiers, fax services, postage meters, personal computers, and related production equipment.
- Handle confidential and time-sensitive documents and provide accurate reproduction, scanning, and project support.
- Respond to customer inquiries and coordinate or calculate completion times for requested work.
- Provide embedded support to specific floors or integrated practice groups.
- Coordinate projects completed off-site and assist with scheduling equipment, labor, and supplies for off-site trials.
- Maintain billing logs and assist in calculating charges for work performed.
- Maintain work records and logs for tracking, management reporting, inventory control, and supply ordering.
- Distribute incoming mail, packages, office supplies, and fax transmissions to designated locations.
- Deliver completed reproduction work and perform deliveries and pickups, including travel between offices when required.
- Perform shipping and receiving duties.
- File documents and carry out document purging and archiving at customer request.
- Scan and convert files; perform file naming and encryption, FTP transfers, electronic Table of Contents creation and maintenance, and OCR processing.
- Format files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
- Perform daily quality checks on convenience copiers, respond to copier issues, clear paper jams, maintain meter readings and service logs, and stock and organize copier areas.
- Organize and maintain conference rooms and meeting spaces.
- Assist Facilities with box moves, office relocations, occupant moves, and light maintenance; may perform occasional cleaning duties.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
