Office Services Specialist

Ricoh Americas Holdings • Baltimore, MD

2d • Onsite

About The Position

This role is for a Legal Senior Onsite Service 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 high standards of professionalism. Key duties include managing job requests, troubleshooting equipment, collaborating with team members, and assisting with various building functions. The position also involves handling time-sensitive and confidential documents, managing mail and supplies, performing reproduction tasks like scanning and printing, and maintaining office equipment and conference rooms. Occasional overtime and light maintenance 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).
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED