Office Services Specialist

Ricoh Americas Holdings•Birmingham, AL

2d•Onsite

About The Position

Legal On-Site Services Specialist Position Profile The Legal On-Site Services Specialist provides operational support within a legal office environment. Responsibilities include operating high-volume duplicating and scanning equipment, mail processing, shipping/receiving, and copier maintenance. The role also involves handling sensitive and confidential documents, ensuring quality control, and supporting legal staff with document management and workflow needs.

Requirements

High school diploma, GED, or equivalent work experience required.
Completion of Ricoh Legal training within 90 days of hire (and ongoing training as required).
Related copy job experience preferred.
Minimum of 1 year of experience in the legal industry strongly desired.
Strong customer service, communication, and interpersonal skills.
Valid driver’s license and auto insurance may be required per company policy.
Proficiency in MS Office Suite.
Technical aptitude with printers, copiers, postage machines, and office equipment.
Strong customer service and organizational skills.
Ability to work independently and flexibly to complete projects.
Knowledge of shipping/receiving procedures.
Ability to troubleshoot and problem-solve.
Ability to read and comprehend technical manuals and instructions.
Excellent verbal communication and customer relations skills.

Nice To Haves

Basic electronics knowledge preferred.

Responsibilities

Operate high-volume copy machines; perform binding and finishing work.
Handle highly sensitive and confidential documents, often under tight deadlines.
Deliver the highest quality work due to the sensitive nature of legal projects.
Operate high-volume scanners and image handling software.
Utilize MS Office and email systems.
Inspect convenience copiers daily; clear paper jams and report issues.
Maintain records for management reports and supply inventories.
Distribute office supplies, faxes, and mail to designated personnel or drop-off points.
Calculate charges for jobs performed; maintain billing logs.
Respond to and coordinate service calls required by customers.
Perform filing duties, including purging and archiving old documents.
Deliver completed jobs to designated customer locations.
Maintain daily meter and service logs.
Travel between customer buildings as needed.
Answer customer questions regarding job status or feasibility.
Ensure copier areas are neat and well stocked.
Perform shipping/receiving duties.
Use bindery and finishing equipment (shrink-wrap machine, paper cutter, hole driller, jogger, tape machine, stackers, stapler, scales).
Perform scanning, file conversion, file naming, and FTP transfers.
Manage electronic file tables of contents.
Perform OCR (Optical Character Recognition) tasks for keyword search.
Format files for printing/Excel.
Assist with coordinating off-site projects (BIS or Smart Source).
Provide professional-level support to legal staff (secretaries, paralegals, associates, partners).
Complete projects accurately under tight deadlines and high pressure.
Perform other duties as assigned.