Service Specialist Jobs at Ricoh with Visa Sponsorship

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 one or more of the following areas of responsibility: 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 possess a high level of presentation skills, professional etiquette, and customer service skills to communicate effectively with senior-level 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

- Responsible for interacting with and providing professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
- Accurately produces jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
- Operates copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
- Utilizes equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
- Handles confidential and time-sensitive documents.
- Provides high-quality and accurate reproduction, scanning, and project support.
- Responds to customer inquiries, including coordinating and calculating the time required to complete requested tasks.
- Provides embedded support to specific floors or integrated practice groups.
- Assists with coordinating projects that will be completed off-site.
- Maintains billing logs and assists in calculating charges for work performed.
- Maintains work records and logs used for tracking, management reporting, inventory control, and supply ordering.
- Distributes incoming mail, packages, office supplies, and fax transmissions to designated locations.
- Delivers completed reproduction work to predetermined delivery areas, including locations outside the customer's office when required.
- Performs deliveries and pickups that may require travel between offices or office locations.
- Performs duties related to the shipping and receiving of materials and packages.
- Performs filing duties, including document purging and archiving, based on customer requirements.
- Performs scanning, file conversion, file naming, and file encryption.
- Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
- Manages TOC (Table of Contents) creation and maintenance for electronic files.
- Performs OCR (Optical Character Recognition) processing to support keyword search capabilities.
- Formats files for printing using programs such as Microsoft Office Suite and Adobe Acrobat Pro.
- Performs daily quality checks on convenience copiers to ensure proper functionality.
- Responds to copier issues and clears paper jams as required.
- Maintains daily meter readings and service logs.
- Stocks and organizes convenience copier areas.
- Organizes and maintains conference rooms and meeting spaces.
- Assists Facilities with box moves, office moves, and occupant relocations.
- Assists Facilities with light maintenance duties.
- May perform occasional cleaning duties.
- May require periodic overtime, including evenings, weekends, and off-hour emergency response situations.
- Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

- High school diploma or GED required.
- One (1) to two (2) years of related work experience required.
- Previous experience in the legal industry preferred.
- Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.

Knowledge, Skills, and Abilities

- Working knowledge of copier equipment and related equipment maintenance is preferred.
- Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.
- Knowledge and understanding of shipping and receiving procedures.
- Basic electronics knowledge preferred.
- Ability to work independently and adapt to changing priorities.
- Ability to determine appropriate packing methods and materials and verify the accuracy of packing slips.
- Ability to understand and follow mail delivery instructions.
- Strong troubleshooting and problem-solving skills.
- Ability to read and comprehend technical information, manuals, parts books, and related documentation.
- Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands

- Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May be exposed to paper cuts associated with handling paper and opening boxes.
- Exposure to various weather conditions when travel between buildings is required. Exposure to office equipment may present opportunities for minor injuries or accidents.
- Daily telephone and in-person interaction with customers, employees, managers, and/or Dispatch personnel. Occasional interaction with vendors and equipment repair technicians.
- Tight deadlines and quick turnaround requirements may create high-stress situations.
- Physical demands may include extended periods of standing, walking, bending, reaching, stretching, and climbing, as well as lifting or moving items weighing up to 50 pounds.
- May be required to push or pull wheeled equipment weighing up to 400 pounds for repair or relocation purposes.
- Walking between buildings may be required.

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.