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.