Legal Office Receptionist

Legal On-Site Services Specialist

• Provides operations functions in one or more of the following areas within a legal office environment:
• Operates high-volume duplicating and document scanning equipment
• Operates high-volume mail processing equipment
• Handles incoming and outgoing mail, faxes, and shipments, including applying necessary postage
• Performs copier maintenance and/or repair at customer sites
• May perform entry-level tasks like bindery, QC and final checks, housekeeping, file services, and call center support
• This position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, based on site personnel configuration.

• Operates high-volume copy machines and performs binding and finishing tasks.
• Handles highly sensitive and confidential documents with utmost care.
• Ensures quality due to the time-sensitive nature of legal documents.
• Operates high-volume scanners and image-handling software.
• Utilizes MS Office and email systems.
• Ensures convenience copiers are operational, conducts daily quality inspections, and resolves paper jams.
• Maintains records for management reports and supplies inventory.
• Distributes office supplies, faxes, and mail to appropriate personnel.
• Calculates job charges and maintains billing logs.
• Coordinates and responds to all service calls required by the customer.
• Performs filing duties, including purging and archiving old documents.
• Delivers completed jobs to designated locations inside or outside the site.
• Maintains daily meter readings and service logs.
• May travel between customer buildings.
• Answers questions on job status or feasibility.
• Maintains copier areas, ensuring they are neat and well-stocked.
• Assists with shipping/receiving materials.
• Uses various office equipment such as shrink-wrap machines, paper cutters, bindery tools, and postage meters.
• Performs file-related tasks, including scanning, file conversion, file naming, and file formatting.
• Executes OCR (Optical Character Recognition) tasks for keyword searches.
• Manages Table of Contents (TOC) for electronic files.
• Assists with off-site project coordination.
• Provides professional-level support to various users, including legal secretaries, project managers, paralegals, associates, and partners.
• Handles tight-deadline, high-pressure projects with quality assurance.
• Performs other duties as assigned.

Required:

• High school diploma, GED, or equivalent work experience.
• Completion of Ricoh Legal training within 90 days of hire (with ongoing updates).
• Minimum 1 year of experience in the legal industry is strongly desired.
• Basic competency in MS Office Suite.
• Valid driver's license and auto insurance (if required).
• Related copy job experience is preferred.

• Technical aptitude with printers, copiers, and postage machines.
• Strong customer service and communication skills.
• Ability to organize and manage multiple tasks efficiently.
• Familiarity with shipping/receiving processes.
• Basic electronics knowledge is a plus.
• Troubleshooting and problem-solving capabilities.
• Understanding of mail delivery processes and packing materials.
• Ability to read and comprehend written technical information, manuals, and related documents.

• Typically, an office environment with adequate lighting and ventilation and normal temperature/noise levels.
• Some physical effort required, including standing, walking, bending, stretching, and lifting items up to 50 lbs.
• Regular application of dexterity in tasks like keyboarding, use of tools, and hand-eye coordination.
• Work assignments are diverse and require interpreting, comprehending, and applying complex material.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.