Legal Office Support Specialist

2 weeks ago

Irvine, California, United States Ricoh USA, Inc. Full time
Job Title: Legal Office Associate

Join Ricoh USA, Inc. as a Legal Office Associate and contribute to delivering exceptional customer experiences and empowering digital workplaces.

Job Summary

We are seeking a highly skilled and detail-oriented Legal Office Associate to provide direct support within a legal office environment. As a key member of our team, you will be responsible for 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.

Key Responsibilities
  • Provide high-level support to senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others, utilizing excellent customer service, interpersonal etiquette, and presentation skills.
  • Assist with scheduling needed equipment, labor, and supplies for offsite trials and coordinate projects that will be completed off-site.
  • Run all copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
  • Perform tasks and utilize equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
  • Handle time-sensitive documents that are confidential in nature and maintain logs for billing and assist in calculating charges for work or jobs performed.
  • Distribute incoming mail and packages to designated drop points, as well as office supplies and fax transmissions.
  • Deliver completed reproduction work to pre-determined delivery areas, which may include delivery areas outside of the customer's office location.
  • Perform duties related to shipping and receiving materials and packages, filing duties in conjunction with specific customer requests, and scanning, file conversion, file naming, and encryption.
  • Manage TOC (Table of Contents) and perform duties that involve OCR (Optical Character Recognition) files to assist with keyword search.
  • Perform file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
  • Perform daily quality checks on convenience copiers to ensure proper functionality and respond to errors or troubled copy machines.
  • Maintain daily meter and service logs, stock and organize convenience copier areas, and straighten, organize, and manage firm conference and meeting rooms.
  • Assist facilities with box moves, office moves, and occupant moves, as well as light maintenance duties and occasional cleaning duties.
  • May require periodic overtime on nights and weekends, including off-hour emergency response.
Requirements
  • High school diploma or GED and 1-2 years of related work experience.
  • Minimum of 2 years' experience in the 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.
Working Conditions

Requires frequent exposure to copier/fax machine noise, toner, and changes in room temperature. May be exposed to frequent paper cuts from handling paper and opening boxes. 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. Walking between buildings may be necessary.

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

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