Legal Senior Onsite Service Specialist

About the role

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 set up and scheduling; receptionist backup; and light facilities support. A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, interpersonal etiquette, and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or an Assistant Site Manager.

Responsibilities

• Possess legal background to understand client matter workflow, including charge back to firm and/or clients for work, supplies, hours, etc.
• Familiar with legal technologies and software such as document management systems and cost recovery/charge back systems (e.g., Copitrak/Equitrac).
• Familiar with legal records management processes.
• Familiar with legal processes and documents: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and proper delivery of items/documents within the court system.
• Assist with scheduling equipment, labor, and supplies for offsite trials.
• Interact and provide professional-level support to executive-level end users: legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produce jobs and projects according to required deadlines, often short, requiring composure and professionalism.
• Operate all copier equipment including high-volume copy machines, fax services, postage meter, and personal computer.
• Perform tasks using equipment: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler.
• Handle time-sensitive confidential documents.
• Provide quality and accurate reproduction, scanning, or project work.
• Respond to customer inquiries including coordination and calculation of time required to complete requested tasks.
• Provide embedded support to specific floors or integrated practice groups.
• Assist with coordinating projects completed off site.
• Maintain logs for billing and assist in calculating charges for work or jobs performed.
• Maintain logs and work records for tracking, management reports, inventory, and ordering of supplies.
• Distribute incoming mail and packages to designated drop points, office supplies, and fax transmissions.
• Deliver completed reproduction work to pre-determined delivery areas, including areas outside the customer's office location; may require travel between offices.
• Perform duties related to shipping and receiving of materials and packages.
• Perform filing duties per customer requests, including purging and archiving old documents.
• Perform scanning, file conversion, file naming, and encryption.
• Perform FTP (File Transfer Protocol) between computers and files for printing.
• Manage TOC (Table of Contents) — first page of electronic file.
• Perform OCR (Optical Character Recognition) on files to assist with keyword search.
• Perform file formatting for printing in Microsoft Office Suite and Adobe Acrobat Pro.
• Perform daily quality checks on convenience copiers to ensure proper functionality.
• Respond to errors or troubled copy machines; clear paper jams.
• Maintain daily meter and service logs.
• Stock and organize convenience copier areas.
• Straighten, organize, and manage firm conference and meeting rooms.
• Assist facilities with box moves, office moves, and occupant moves.
• Assist facilities with light maintenance duties; may perform occasional cleaning duties.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Perform other duties as assigned.

Qualifications

• High school diploma or GED and 1–2 years of related work experience.
• Minimum of 2 years' experience in legal industry 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.

Skills

• Working knowledge of copier and other related equipment and repair preferred.
• 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.
• Basic electronics knowledge preferred.
• Ability to work independently and flexibly to complete projects.
• Ability to determine correct method and packing material and check packing slips for accuracy of incoming materials.
• Ability to comprehend instructions concerning mail delivery.
• Troubleshooting and problem-solving skills.
• Ability to read and comprehend written technical information in manuals, parts books, and related publications.
• Excellent customer relations skills and excellent verbal communication skills.

Working conditions

• 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.
• Exposure to various weather conditions when walking between buildings; exposure to location equipment can present opportunities for injury or accidents.
• Daily telephone/in-person contact with customers, employees, managers, and/or Dispatch Department; occasional telephone contact with vendors and equipment repair people.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Physical effort required: long periods of standing, walking, bending, reaching, stretching, climbing, or similar activities; lifting or moving items up to 50 lbs.; pushing or pulling machines on wheels up to 400 lbs. for repairs.
• Walking between buildings may be necessary.

Benefits

• Broad selection of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Many other benefits to enhance health, wellness, and ongoing personal and professional development.

Full-time position located in Pittsburgh, PA. Non-driver role. Posted 2026-10-22.