Legal Mail and Print Services

Legal Senior Onsite Service Specialist

Position Profile
Provides direct, hands-on support within a legal office environment. Performs various office support tasks, which may include copy production and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room setup and scheduling, receptionist backup, and light facilities support. A Senior Legal Onsite Service Specialist must have strong presentation skills, interpersonal etiquette, and customer service skills to communicate effectively with senior attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities

Legal Environment Job Responsibilities

• Possess legal background to understand client matter workflow, such as:
  • Charging back to the firm and/or clients for work, supplies, hours, etc.
  • Familiarity with legal technologies and software, such as document management systems, and cost recovery and charge-back systems (e.g., Copitrak, Equitrac).
  • Knowledge of legal records management processes.
  • Familiarity with documents and processes including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and proper delivery of documents within the court system.
  • Assists with scheduling equipment, labor, and supplies for offsite trials.

Other Duties and Responsibilities

• Provide 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 within required deadlines, often under tight schedules.
• Operate copier equipment, including high-volume machines, fax services, postage meter, and personal computer.
• Utilize equipment such as paper cutters, bindery tools, joggers, and electric staplers.
• Handle time-sensitive and confidential documents, providing quality and accurate reproduction, scanning, or project work.
• Respond to customer inquiries, coordinating time requirements for requested tasks.
• Provide embedded support to specific floors or practice groups.
• Assist with coordinating projects completed offsite.
• Maintain logs for billing, calculating charges for work performed.
• Track and manage logs and records for inventory and ordering of supplies.
• Distribute incoming mail and packages, office supplies, and fax transmissions to designated areas.
• Deliver reproduction work to designated delivery areas, which may require travel between offices.
• Perform tasks related to shipping and receiving materials and packages.
• Carry out filing duties, including document purging and archiving.
• Conduct scanning, file conversion, file naming, and encryption.
• Perform FTP transfers for printing, manage TOC (Table of Contents) files, and OCR (Optical Character Recognition) to assist with keyword search.
• Format files for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Perform daily quality checks on convenience copiers and address machine errors or jams.
• Maintain daily meter and service logs, stock, and organize copier areas.
• Manage and organize firm conference and meeting rooms.
• Assist facilities with box moves, office moves, and occupant relocations.
• Perform light maintenance and occasional cleaning duties.
• Periodic overtime on nights and weekends may be required, including off-hour emergency response.
• Other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required, with 1-2 years of related work experience.
• Minimum of 2 years of experience in the legal industry is preferred.
• Excellent customer service, personal, and communication skills.
• May require a valid driver’s license with no violations and minimum levels of auto insurance coverage as per RICOH Policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier and related equipment; repair experience preferred.
• Ability to use hardware and software for cost recovery, document management, and workflow functions.
• Knowledge of shipping/receiving procedures; basic electronics knowledge preferred.
• Ability to work independently and flexibly on projects.
• Ability to determine packing methods and verify packing slip accuracy.
• Strong troubleshooting and problem-solving skills.
• Excellent verbal communication and customer relations skills.

Working Conditions, Mental, and Physical Demands

• Frequent exposure to copier/fax machine noise, toner, temperature changes, and paper handling.
• Exposure to various weather conditions when moving between buildings; potential for injury or accidents.
• Regular interaction with customers, employees, managers, and vendors.
• High stress levels due to tight deadlines and quick turnarounds.
• Physical activities including standing, walking, bending, lifting, and moving items up to 50 lbs. Machines on wheels may weigh up to 400 lbs.

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