Office Services Specialist

Ricoh • Baltimore, MD

9d • $18 - $26 • Onsite

About The Position

The Office Services Specialist provides office, reproduction, equipment, and customer-support services in a legal environment. The role involves handling confidential, time-sensitive documents; supporting legal matter workflows and billing; assisting with offsite trial logistics; and maintaining copy equipment, office supplies, meeting spaces, and service records. The position also supports building functions through mail distribution, deliveries, room setup, light maintenance, and occasional cleaning. Work can involve tight deadlines and periodic overtime.

Requirements

• High school diploma or GED.
• At least one year of relevant work experience.
• Proficiency in basic computer skills, including the 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.
• Recognize common legal documents, including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, and judgments.
• Maintain professionalism and office etiquette in the legal services environment.
• Assist with scheduling equipment, labor, and supplies for offsite trials.
• Respond to customer inquiries, coordinate service calls, and manage job requests.
• Troubleshoot equipment and promptly escalate technical issues for resolution.
• Coordinate 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, 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.
• Perform periodic overtime as needed.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA) and Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time and paid holidays.
• Additional health, wellness, and personal and professional development benefits.

What This Job Offers

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