Office Services Specialist

Ricoh Americas Holdings • Mount Laurel, NJ

6d • Onsite

About The Position

The Office Services Specialist provides operational support in a legal office environment. Duties may include operating high-volume copying, scanning, and mail-processing equipment; handling incoming and outgoing mail, faxes, shipments, and supplies; maintaining and troubleshooting copier equipment; and performing entry-level bindery, quality-control, file-services, housekeeping, or call-center tasks. The role handles sensitive and time-critical legal documents and provides professional support to legal secretaries, project managers, paralegals, associates, and partners. The position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on the site's personnel configuration.

The work is typically performed in an office environment with adequate lighting and ventilation and a normal range of temperature and noise. It requires interpreting and applying complex material and instructions, sustained periods of standing and walking, and may involve bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 pounds. The listed pay range is $17.55–$25.87.

Requirements

• High school diploma, GED, or equivalent work experience.
• Complete Ricoh Legal training within 90 days of hire and maintain any new training requirements.
• Demonstrated basic computer skills, including proficiency in the MS Office Suite.
• Ability to provide excellent customer service using strong personal and communication skills.
• Technical aptitude with printers, copiers, postage machines, and other office equipment.
• Good organizational skills and ability to work independently and flexibly.
• Ability to use a combination of hardware and software for cost recovery, document management, and advanced workflow.
• Knowledge and understanding of shipping and receiving procedures.
• Ability to select appropriate packing methods and materials and check incoming packing slips for accuracy.
• Ability to understand instructions concerning mail delivery.
• Troubleshooting and problem-solving skills.
• Ability to read and understand technical information in manuals, parts books, and related publications.
• Excellent customer relations and verbal communication skills.
• Ability to interpret, comprehend, and apply complex material, data, and instructions.
• Ability to perform physical tasks that may include extended standing, walking, bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 pounds.
• Moderate dexterity and regular use of basic skills involving a calculator, keyboard, hand tools, and eye-hand coordination.

Nice To Haves

• Some related copy-job experience is preferred.
• At least one year of experience in the legal industry is strongly desired.
• Basic electronics knowledge is preferred.
• A valid driver's license and minimum auto insurance coverage per Ricoh policy may be required.

Responsibilities

• Run high-volume copy machines and complete binding and finishing work.
• Handle sensitive and confidential documents, including time-sensitive legal materials, while maintaining high-quality work.
• Operate high-volume scanners and image-handling software; perform scanning, file conversion, file naming, OCR, file formatting, and FTP transfers.
• Operate MS Office, email systems, and other computer applications used for office services.
• Inspect convenience copiers daily for quality and proper operation, clear paper jams, and report specific equipment problems to technicians.
• Maintain management-report records, supply inventories, daily meter logs, and service logs.
• Distribute office supplies, fax transmissions, and mail to personnel or designated locations; perform filing, purging, and archiving when requested.
• Calculate job charges and maintain billing logs.
• Respond to and coordinate customer service calls; answer questions about job status and feasibility.
• Keep copier areas neat and adequately stocked.
• Perform shipping and receiving duties, including selecting packing materials and checking incoming packing slips for accuracy.
• Deliver completed jobs to designated locations inside or outside the site; travel between customer buildings when needed.
• Operate office-production and finishing equipment, including shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, copiers, calculators, fax machines, and postage meters.
• Manage table-of-contents first pages for electronic files and prepare files for printing, including Excel files.
• Assist with projects completed off site through BIS or Smart Source.
• Coordinate and complete accurate projects to tight deadlines, potentially under high-pressure conditions.
• Perform other duties as assigned.

What This Job Offers

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