Office Services & Print Center Specialist

Ricoh•Palo Alto, CA

7h•$18 - $23•Onsite

About The Position

This role is for an Onsite Service Specialist within a legal environment, focusing on providing exceptional customer service and managing various office services. The specialist will be responsible for understanding client matter workflows, handling legal documents, and maintaining high standards of professionalism. Key duties include managing job requests, troubleshooting equipment, collaborating with team members, and assisting with building functions. The role also involves occasional support for meeting room setups, light maintenance, and reception duties, while strictly adhering to safety protocols and handling confidential information. The specialist will maintain logs for billing and reporting, distribute mail and packages, and perform various print and document management tasks such as scanning, file conversion, and batch printing. Daily quality checks on copiers and maintaining service logs are also part of the responsibilities. Additionally, the role may require assisting facilities with physical tasks like box moves and office moves, and occasional cleaning duties, with the possibility of periodic overtime.

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
Ability to work independently and flexibly to complete projects
Troubleshooting and problem-solving skills
Ability to read and comprehend written technical information
Excellent customer relations and verbal communication skills

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 within a legal services environment.
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.