Legal Senior Onsite Service Specialist

Provides direct, hands-on support within a legal office environment. Performs a variety of office support functions, including but not limited to:

• Copying, production, and scanning services
• Fax operations
• Mail and shipping services
• Records management support
• Direct floor support
• Hospitality assistance
• Conference room setup and scheduling
• Receptionist backup
• Light facilities support

The Senior Legal Onsite Service Specialist must possess excellent presentation, interpersonal, and customer service skills to effectively communicate with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and other stakeholders.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

• Possess the legal background necessary to understand client matter workflows, including:
  • Charging back work, supplies, and labor hours to firms and/or clients.
  • Utilizing legal technologies and software such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
  • Understanding legal records management processes.
  • Working with legal documents and processes, including:
    • Closing binders
    • Depositions
    • Transcripts
    • Briefs
    • Addendums
    • Court filings
    • Discovery documents
    • Judgments
  • Demonstrating knowledge of court systems and proper document delivery procedures.
• Assist with scheduling equipment, labor, and supplies required for off-site trials.

• Provide professional support to executive-level users, including:
  • Legal Assistants
  • Firm Administration
  • Project Managers
  • Paralegals
  • Associates
  • Partners
• Produce jobs and projects accurately to meet tight deadlines while maintaining professionalism and composure.
• Operate copier equipment, high-volume copy machines, fax services, postage meters, and personal computers.
• Utilize equipment such as:
  • Paper cutters
  • Hole drillers
  • Bindery equipment
  • Joggers
  • Tape machines
  • Stackers
  • Electric staplers
• Handle confidential and time-sensitive documents.
• Ensure quality and accuracy in reproduction, scanning, and project work.
• Respond to customer inquiries and estimate project completion times.
• Provide embedded support to specific floors or integrated practice groups.
• Coordinate projects completed off-site.
• Maintain billing logs and calculate charges for completed jobs.
• Maintain operational logs and records for:
  • Tracking
  • Reporting
  • Inventory management
  • Supply ordering
• Distribute incoming mail, packages, office supplies, and fax transmissions.
• Deliver completed work to designated delivery locations, including locations outside the primary office.
• Travel between office locations for pickups and deliveries as required.
• Perform shipping and receiving duties.
• Perform filing functions, including document purging and archiving.
• Execute:
  • Scanning
  • File conversion
  • File naming
  • Encryption processes
• Perform FTP (File Transfer Protocol) transfers for printing purposes.
• Manage electronic file Table of Contents (TOC) pages.
• Utilize OCR (Optical Character Recognition) technology to support keyword searches.
• Format files for printing using Microsoft Office Suite and Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers.
• Troubleshoot copier errors and clear paper jams.
• Maintain daily meter and service logs.
• Stock and organize copier supply areas.
• Organize and maintain conference rooms and meeting spaces.
• Assist Facilities with:
  • Box moves
  • Office moves
  • Occupant relocations
  • Light maintenance tasks
• Perform occasional cleaning duties as needed.
• Work overtime when necessary, including evenings, weekends, and emergency response situations.
• Perform other duties as assigned.

• High school diploma or GED required.
• 1–2 years of related work experience required.
• Minimum of 2 years of legal industry experience preferred.
• Demonstrated ability to provide exceptional customer service through strong interpersonal and communication skills.
• May require:
  • Valid driver's license with no violations.
  • Minimum auto insurance coverage in accordance with Ricoh policy.

• Working knowledge of copier equipment and related repairs preferred.
• Ability to utilize hardware and software solutions supporting:
  • Cost recovery
  • Document management
  • Advanced workflows
• Knowledge of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine proper packaging methods and verify packing slip accuracy.
• Ability to comprehend and follow mail delivery instructions.
• Strong troubleshooting and problem-solving abilities.
• Ability to read and understand technical manuals, parts books, and related documentation.
• Excellent customer service and verbal communication skills.

• Frequent exposure to:
  • Copier and fax machine noise
  • Toner
  • Temperature fluctuations
  • Paper cuts from handling documents and boxes
• Exposure to varying weather conditions when traveling between buildings.
• Potential exposure to equipment-related hazards that could result in injury or accidents.
• Daily interaction with customers, employees, managers, and dispatch personnel, with occasional contact with vendors and repair technicians.
• High-pressure environment due to tight deadlines and rapid turnaround expectations.
• Physical requirements include:
  • Prolonged standing and walking
  • Bending, reaching, stretching, and climbing
  • Lifting and moving items up to 50 pounds
  • Pushing or pulling wheeled equipment up to 400 pounds
  • Walking between buildings when necessary

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