Legal Office and Hospitality Support

at  Ricoh

LEGAL SENIOR ONSITE SERVICE SPECIALIST

POSITION PROFILE Provides direct hands on support within a legal office environment setting. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room set up and scheduling, receptionist backup, and light facilities support. A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, interpersonal etiquette, and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or an Assistant Site Manager. Job Duties and Responsibilities

QUALIFICATIONS (EDUCATION, EXPERIENCE AND CERTIFICATIONS)

· Requires high school diploma or GED and 1-2 years of related work experience.
· Minimum of 2 years’ experience in legal industry is preferred.
· Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills.
· May require a violation free, valid driver’s license and minimum levels of auto insurance coverage per RICOH Policy.
KNOWLEDGE, Skills And Abilities
· Working knowledge of copier and other related equipment and repair is preferred.
· Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management and advanced workflow
· Requires knowledge and understanding of shipping/receiving procedures.
· Basis electronics knowledge is preferred.
· Possesses ability to work independently and flexibly to complete projects.
· Possesses ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials.
· Possesses ability to comprehend instructions concerning mail delivery.
· Possesses troubleshooting and problem solving skills.
· Possesses ability to read and comprehend written technical information in the form of manuals, parts books and related publications.
· Possesses excellent customer relations skills and excellent verbal communication skills.

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

· Possess the legal background to understand client matter work flow, such as:
· Charge back to firm and/or clients for work, supplies, hours, etc.
· Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).
· Familiar with legal records management processes.
· Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.
· Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).

OTHER DUTIES AND RESPONSIBILITIES

· Responsible for interacting and providing professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners.
· Work to accurately produce jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
· Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer.
· Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler.
· Handles time sensitive documents that are confidential in nature.
· Works to provide quality and accurate reproduction, scanning, or project work.
· Responds to customer inquiries including the necessary coordination and calculation of time required to complete the requested task.
· Provide imbedded support to specific floors or integrated practice groups.
· Assist with coordinating projects that will be completed off site.
· Maintains logs for billing and assists in calculating charges for work or jobs performed.
· Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies.
· Distributes incoming mail and packages to designated drop points as well as office supplies and fax transmissions.
· Delivers completed reproduction work to pre-determined delivery areas. This may include delivery areas outside of the customers office location.
· Deliveries and pickups may require travel between offices or another office location.
· Performs duties related to the shipping and receiving of materials and packages.
· Performs filing duties in conjunction with specific customer requests, which may include �purging’ and archiving old documents.
· Performs duties of scanning, file conversion, file naming, and encryption.
· Performs FTP (File Transfer Protocol) between computers and files for printing.
· Manage TOC (Table of Contents) �· first page of electronic file.
· Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search.
· Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
· Performs daily quality checks on convenience copiers to ensure proper functionality.
· Responds to errors or troubled copy machines. Also works to clear paper jams.
· Maintains daily meter and service logs.
· Stocks and organizes convenience copier areas.
· Straightens, organizes, and manages firm conference and meeting rooms.
· Assists facilities with box moves, office moves, and occupant moves.
· Assists facilities with light maintenance duties.
· May perform occasional cleaning duties.
· May require periodic overtime on nights and weekends, including off-hour emergency response.
· Performs other duties as assigned.