Office Services Specialist

Ricoh•Mount Laurel, NJ

7d•$18 - $26•Onsite

About The Position

The Office Services Specialist provides operational support in a legal office environment. The role operates high-volume copying, scanning, and mail-processing equipment; performs copying, binding, finishing, file conversion, and related document services; and handles shipping, receiving, mail, and office supplies. The specialist maintains and checks copier equipment, keeps service and inventory records, coordinates service calls, tracks charges, and delivers completed work to customer locations. The position supports users including legal secretaries, project managers, paralegals, associates, and partners. Work may involve sensitive, confidential, and time-critical documents and projects, requiring accurate, high-quality work under tight deadlines. The specialist may also travel between customer buildings and perform filing, archiving, or other assigned duties. The position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on the site's personnel configuration.

Requirements

High school diploma, GED, or equivalent work experience.
Complete Ricoh Legal training within 90 days of hire and maintain any new training requirements.
Strong customer service, personal, and communication skills.
Demonstrated basic computer skills, including proficiency in MS Office Suite.
Technical aptitude with printers, copiers, postage machines, and other office equipment.
Good organization and customer service skills.
Ability to use hardware and software for cost recovery, document management, and advanced workflow support.
Knowledge and understanding of shipping and receiving procedures.
Ability to work independently and flexibly to complete projects.
Ability to comprehend mail-delivery instructions.
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, and to prepare and convey varied information.
Some physical effort, including prolonged standing, walking, bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 pounds.
Moderate dexterity and regular use of basic skills such as calculator and keyboard operation, 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 may be required, per Ricoh policy.

Responsibilities

Run high-volume copy machines and perform binding and finishing work.
Handle sensitive, confidential, and time-sensitive documents while maintaining high-quality work.
Operate high-volume scanners and image-handling software.
Use MS Office and email systems.
Inspect convenience copiers daily, check quality, clear paper jams, and notify technicians of specific problems.
Maintain management records, supply inventories, daily meter logs, and service logs.
Distribute office supplies, fax transmissions, and mail to personnel or designated locations.
Calculate charges for completed jobs and maintain billing logs.
Respond to and coordinate customer service calls.
Perform filing, purging, and archiving as requested.
Deliver completed jobs to predetermined customer locations, including locations outside the site.
Travel between customer buildings when required.
Answer customer questions about job status and feasibility.
Keep convenience copier areas neat and stocked.
Perform shipping and receiving duties, including checking packing slips and selecting appropriate packing materials.
Use office and bindery equipment to complete contracted jobs.
Perform scanning, file conversion, file naming, FTP transfers, table-of-contents page management, OCR processing, and file formatting for printing or Excel files.
Assist with coordinating projects completed off site by BIS or Smart Source.
Provide professional support to legal secretaries, project managers, paralegals, associates, and partners.
Complete accurate projects to tight deadlines, potentially under high pressure.
Perform other duties as assigned.