Legal Service Specialist

3 days ago

Seattle, Washington, United States Ricoh Americas Corporation Full time
Job Title: Legal Service Specialist

We are seeking a highly skilled Legal Service Specialist to join our team at Ricoh Americas Corporation. As a key member of our operations team, you will be responsible for providing exceptional support to our clients and colleagues.

Job Summary:

The Legal Service Specialist will be responsible for performing various office support tasks, including:

  • Providing direct hands-on support within a legal office environment setting
  • Performing various office support tasks, such as copy, production, and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room set up and scheduling, receptionist backup, and light facilities support
  • Assisting with scheduling needed equipment, labor, and supplies for offsite trials
  • Providing professional-level support to executive-level end-users at various levels, including legal assistants, firm administration, project managers, paralegals, associates, and partners
Responsibilities:

The Legal Service Specialist will be responsible for:

  • Providing exceptional customer service and support to clients and colleagues
  • Performing various office support tasks, including copy, production, and scanning, fax, mail and shipping, records support, direct floor support, hospitality assistance, conference room set up and scheduling, receptionist backup, and light facilities support
  • Assisting with scheduling needed equipment, labor, and supplies for offsite trials
  • Providing professional-level support to executive-level end-users at various levels, including legal assistants, firm administration, project managers, paralegals, associates, and partners
  • Performing tasks and utilizing equipment, such as paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler
  • Handling time-sensitive documents that are confidential in nature
  • Working to provide quality and accurate reproduction, scanning, or project work
  • Responding to customer inquiries, including the necessary coordination and calculation of time required to complete the requested task
  • Providing embedded support to specific floors or integrated practice groups
  • Assisting with coordinating projects that will be completed off-site
  • Maintaining logs for billing and assisting in calculating charges for work or jobs performed
  • Maintaining logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies
  • Distributing incoming mail and packages to designated drop points, as well as office supplies and fax transmissions
  • Delivering completed reproduction work to pre-determined delivery areas, which may include delivery areas outside of the customer's office location
  • Performing duties related to the shipping and receiving of materials and packages
  • Performing filing duties in conjunction with specific customer requests, which may include purging and archiving old documents
  • Performing duties of scanning, file conversion, file naming, and encryption
  • Performing FTP (File Transfer Protocol) between computers and files for printing
  • Managing TOC (Table of Contents)
  • Performing duties that involve OCR (Optical Character Recognition) files to assist with keyword search
  • Performing file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro
  • Performing daily quality checks on convenience copiers to ensure proper functionality
  • Responding to errors or troubled copy machines, as well as clearing paper jams
  • Maintaining daily meter and service logs
  • Stocking and organizing convenience copier areas
  • Straightening, organizing, and managing firm conference and meeting rooms
  • Assisting facilities with box moves, office moves, and occupant moves
  • Assisting facilities with light maintenance duties
  • May perform occasional cleaning duties
  • May require periodic overtime on nights and weekends, including off-hour emergency response
Qualifications:

To be considered for this role, you must have:

  • A high school diploma or GED and 1-2 years of related work experience
  • A minimum of 2 years' experience in the legal industry is preferred
  • The ability to provide an excellent customer experience, utilizing strong customer service, personal, and communication skills
  • A valid driver's license and minimum levels of auto insurance coverage per Ricoh Policy
Knowledge, Skills, and Abilities:

The ideal candidate will possess:

  • A working knowledge of copier and other related equipment and repair
  • The ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management, and advanced workflow
  • Knowledge and understanding of shipping/receiving procedures
  • Basis electronics knowledge is preferred
  • The ability to work independently and flexibly to complete projects
  • The ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials
  • The ability to comprehend instructions concerning mail delivery
  • Troubleshooting and problem-solving skills
  • The ability to read and comprehend written technical information in the form of manuals, parts books, and related publications
  • Excellent customer relations skills and excellent verbal communication skills
Working Conditions, Mental, and Physical Demands:

The Legal Service Specialist will be required to:

  • Frequent exposure to copier/fax machine noise, toner, and changes in room temperature
  • Exposure to various weather conditions when walking is necessary between buildings and exposure to location equipment can present opportunities for injury or accidents
  • Makes daily telephone/in-person contact with customers, employees, managers, and/or Dispatch Department and occasional telephone contact with vendors and equipment repair people
  • Dealing with tight deadlines and quick turnaround times imposes high stress levels
  • Some physical effort is required, which may involve long periods of standing, walking, bending, reaching, stretching, climbing, or similar activities, as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs

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