Office Services Specialist

Ricoh•Baltimore, MD

2d•Onsite

About The Position

This role is for an Office Services Specialist, specifically a Legal Senior Onsite Service Specialist. The position involves working within a legal services environment, requiring a high standard of professionalism and office etiquette. Responsibilities include understanding client matter workflows, knowledge of legal documents, assisting with scheduling equipment, labor, and supplies for offsite trials, and delivering exceptional customer service. The role also entails troubleshooting equipment, collaborating with team members, assisting with meeting room setups, light maintenance, and reception duties, upholding safety standards, handling confidential documents, maintaining logs for billing and reporting, distributing mail and packages, delivering reproduction work, performing scanning and printing tasks, conducting quality checks on copiers, maintaining service logs, managing conference rooms, assisting facilities with moves and maintenance, and performing occasional cleaning duties. Periodic overtime 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 and basic electronics.
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.

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).
Uphold a high standard of professionalism and office etiquette within a legal services environment.
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.
Assist 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.
May require periodic overtime.