Hospitality Services Specialist

About the role

Average work schedule is full-time. Reports to Site Manager, Site Supervisor, or Assistant Site Manager.

Responsibilities

• Possess the legal background to understand client matter work flow, such as: Charge back to firm and/or clients for work, supplies, hours, etc.
• Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).
• Familiar with legal records management processes.
• Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.
• Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).
• Interacts and provides professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Work to accurately produce jobs and projects according to required deadlines.
• Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer.
• Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler.
• Handles time sensitive documents that are confidential in nature.
• Provides imbedded support to specific floors or integrated practice groups.
• Affords assistance with coordinating projects that will be completed off site.
• Maintains logs for billing and assists in calculating charges for work or jobs performed.
• 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.
• 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.
• Manages TOC (Table of Contents) � first page of electronic file.
• Performs 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.
• Straights, organizes, and manages firm conference and meeting rooms.
• Affords assistance with box moves, office moves, and occupant moves.
• Affords assistance with light maintenance duties.
• Makes occasional cleaning duties.
• 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.
• Sets aside physical effort 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.

Qualifications

• 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.