Office Services Specialist – Copy & Mail

Ricoh•Miami, FL

7d•Onsite

About The Position

This role is an Onsite Service Specialist within a legal environment, focusing on copy and mail services. The specialist will be responsible for understanding client matter workflows, including chargebacks, and demonstrating knowledge of various legal documents. A high standard of professionalism and office etiquette is essential. Responsibilities include assisting with scheduling equipment, labor, and supplies for offsite trials, delivering exceptional customer service, troubleshooting equipment, collaborating with team members, and occasionally assisting with meeting room setups, light maintenance, and reception duties. The role also involves upholding safety standards, handling confidential documents, maintaining logs for billing and reporting, distributing mail and packages, performing reproduction tasks like scanning and printing, conducting quality checks on copiers, maintaining service logs, managing conference rooms, and assisting facilities with moves and light maintenance. Occasional cleaning duties and periodic overtime may be required.

Requirements

High school diploma or GED, coupled with a minimum of one year of relevant work experience.
Proficiency in basic computer skills, including MS Office Suite.
Strong communication skills and 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.

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).
As part of a legal services environment, it is essential that we 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.