Legal Office Services Specialist
Ricoh USA

Qualified candidates for this position should be fully vaccinated by 1st day of hire for the Covid virus. Ricoh will evaluate requests to reasonably accommodate qualified candidates who have not been vaccinated because of a disability or sincerely held religious belief, practice, or observance.

POSITION PROFILE:

Provides operations functions in one or all of the following areas: operates high volume duplicating equipment, performs associated copying tasks, ships and receives product and supplies, sorts, distributes and handles incoming and outgoing mail/faxes, as well as applies necessary postage. Provides copier maintenance and/or repair of customer site equipment. May also perform bindery, QC and final check, housekeeping, file services, call center representative, and reception, etc. May performs various building support functions related to meeting set ups and light maintenance. Note: Due to the higher level of presentation and telephone skills needed to perform receptionist duties, employees performing this function are considered to be Senior On-Site Services Specialist. This position reports directly to the Site Manager, Site Supervisor or Assistant Site Manager, depending on site personnel configuration.

JOB DUTIES AND RESPONSIBILITIES

• Runs high volume copy machines and performs binding and finishing work.
• Ensures convenience copiers are working properly, checking for quality via daily inspections. Clears paper jams and informs technicians of specific problems.
• Performs all repair service on customer copier equipment.
• Maintains records for management reports and inventories of supplies needed.
• Distributes office supplies, fax transmissions and mail to company personnel and/or designated drop-off points as required.
• Calculates charges for jobs performed and maintains some billing logs.
• Responds to and coordinates all service calls required by customer.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to pre-determined customer locations within and outside of the site.
• Maintains daily meter and service logs.
• May travel between customer's buildings.
• Answers customer questions regarding status or feasibility of job requests.
• Ensures upkeep of convenience copier areas by keeping neat and well stocked.
• Performs duties related to the shipping of materials.
• Performs duties related to the receiving of materials.
• May perform meeting room and conference room set ups.
• May perform building occupant moves within assigned facilities.
• May perform re-lamping and light maintenance duties as assigned.
• May perform occasional cleaning duties as needed.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Uses shrink-wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.
• Uses all copier equipment, calculator, fax machine, postage meter and some PC.
• Performs filing duties, which may include 'purging' and archiving old documents.
• Performs other duties as assigned.

• Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies.
• Distributes incoming mail and packages to designated drop points as well as office supplies and fax transmissions.
• Delivers completed reproduction work to pre-determined delivery areas. This may include delivery areas outside of the customers office location.
• Deliveries and pickups may require travel between offices or another office location.
• Performs duties related to the shipping and receiving of materials and packages.
• Performs filing duties in conjunction with specific customer requests, which may include 'purging' and archiving old documents.
• Performs duties of scanning, file conversion, file naming, and encryption.
• Performs FTP (File Transfer Protocol) between computers and files for printing.
• Manage TOC (Table of Contents) -- first page of electronic file.
• Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search.
• Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to errors or troubled copy machines. Also works to clear paper jams.
• Maintains daily meter and service logs.
• Stocks and organizes convenience copier areas.
• Straightens, organizes, and manages firm conference and meeting rooms.
• Assists facilities with box moves, office moves, and occupant moves.
• Assists facilities with light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Performs other duties as assigned.

QUALIFICATIONS (Education, Experience, and Certifications)

• Requires high school diploma or GED and 1-2 years of related work experience.
• Minimum of 2 years' experience in legal industry is preferred.
• Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills.
• May require a violation free, valid driver's license and minimum levels of auto insurance coverage per RICOH Policy.

Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled.