Office Services Specialist

Ricoh Americas Holdings • Baltimore, MD

1d • Onsite

About The Position

The Office Services Specialist supports office services in a legal environment, providing customer service and handling reproduction, document, equipment, mail, supply, and facilities tasks. The role requires professionalism and office etiquette, careful handling of confidential, time-sensitive documents, and an understanding of legal matter workflows and related billing. It also involves troubleshooting equipment, maintaining service and billing logs, coordinating service requests, and supporting conference rooms and other building functions.

The position involves frequent exposure to copier and fax machine noise, toner, and temperature changes. Tight deadlines and quick turnaround times can create high stress. Physical activities include standing, walking, bending, reaching, stretching, climbing, lifting or moving items weighing up to 50 pounds, and pushing. Daily telephone and in-person contact with customers, employees, and managers is expected, with occasional contact with vendors and equipment repair personnel. Periodic overtime may be required.

Requirements

• High school diploma or GED.
• At least 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.
• 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.

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 and receiving procedures and basic electronics.

Responsibilities

• Understand client matter workflows, including chargebacks to the firm or clients for work, supplies, and hours.
• Use knowledge of legal documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, and judgments.
• Assist with scheduling equipment, labor, and supplies for offsite trials.
• Provide exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Troubleshoot equipment and promptly escalate technical issues for resolution.
• Collaborate with team members to deliver completed jobs and support building functions.
• Occasionally assist with meeting room setups, light maintenance, and reception duties.
• Follow safety standards and protocols when handling equipment and materials.
• Handle confidential, time-sensitive documents.
• 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 troubleshoot copy machines.
• Maintain service logs and stock and organize convenience copier areas.
• Manage firm conference rooms, meeting rooms, and visitor offices.
• Assist facilities with box moves, office moves, and light maintenance duties.
• Perform occasional cleaning duties.

What This Job Offers

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