Legal On-Site Services Specialist

Legal On-Site Services Specialist

Overview

Provides operational support in a legal office environment, including high-volume document duplication, scanning, mail processing, and equipment maintenance. May also assist with bindery, quality control, housekeeping, file services, and customer service. Reports to the Site Manager, Site Supervisor, or Assistant Site Manager.

Key Responsibilities Document & Equipment Operations

• Operate high-volume copy machines, scanners, and mail processing equipment.
• Perform binding, finishing, and document conversion tasks.
• Maintain and troubleshoot convenience copiers; perform daily inspections.
• Use image handling software, MS Office, and email systems.
• Utilize various office equipment (e.g., shrink-wrap machine, paper cutter, bindery tools, postage meter).

Mail & Shipping

• Sort, distribute, and handle incoming/outgoing mail and faxes.
• Apply postage and manage shipping/receiving of materials.
• Maintain accurate packing slips and shipping records.

Customer Service & Support

• Handle sensitive and confidential documents with discretion.
• Deliver completed jobs to designated locations.
• Respond to service calls and customer inquiries.
• Provide professional support to legal staff including secretaries, paralegals, associates, and partners.

Administrative & Technical Tasks

• Maintain records for reports and supply inventories.
• Perform filing duties including purging and archiving.
• Manage Table of Contents for electronic files.
• Perform OCR tasks for keyword searchability.
• Format files for printing and Excel.
• Coordinate off-site projects (e.g., BIS or Smart Source).
• Perform FTP transfers and file naming conventions.

Qualifications Education & Experience

• High school diploma, GED, or equivalent required.
• Completion of Ricoh Legal training within 90 days of hire.
• Minimum 1 year of experience in the legal industry strongly preferred.
• Prior experience in copy/print services preferred.

Skills & Certifications

• Strong customer service and communication skills.
• Proficiency in MS Office Suite.
• Valid driver’s license and auto insurance may be required.
• Technical aptitude with office equipment and basic electronics knowledge.

Knowledge, Skills & Abilities

• Ability to work independently and flexibly.
• Strong organizational and troubleshooting skills.
• Understanding of shipping/receiving procedures.
• Ability to comprehend and follow technical instructions.
• Excellent verbal communication and customer relations skills.

Working Conditions & Physical Demands

• Office environment with standard lighting, ventilation, and noise levels.
• Requires standing, walking, bending, lifting (up to 50 lbs), and manual dexterity.
• Must interpret and apply complex instructions and data.

Note: This job description outlines the general nature and level of work performed. It is not an exhaustive list of all responsibilities, skills, or working conditions.

Come Create At Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest In Yourself:

At Ricoh, You Can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.