Mailroom & Office Services Associate

Roles And Responsibilities

• Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
• Familiarity with legal technologies and software (e.g., document management systems, cost recovery, and charge back systems like Copitrak/Equitrac).
• Knowledge of legal records management processes and legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
• Knowledge of court systems and proper delivery of items and documents within the court system.
• Absorb scheduling needed equipment, labor, and supplies for offsite trials.

General Responsibilities

• Operate high-volume 2D or 3D print and copy machines, ensuring top-notch quality and efficiency.
• Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
• Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Maintain meticulous records, manage inventory, and calculate charges for services rendered.
• Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
• Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
• Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
• Handle time-sensitive documents that are confidential in nature.
• Provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Assist facilities with box moves, office moves, occupant moves, and light maintenance duties.
• Perform shipping and receiving duties and filing duties such as purging and archiving old documents.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform FTP (File Transfer Protocol) for printing and manage Table of Contents for electronic files.
• Conduct Optical Character Recognition (OCR) tasks and file formatting for printing in Microsoft Office Suite and Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
• Maintain daily meter and service logs, stock and organize convenience copier areas, and manage firm conference and meeting rooms.
• Perform occasional cleaning duties and may require periodic overtime on nights and weekends, including off-hour emergency responses.

Qualifications

• High school diploma or GED, coupled with a minimum of one year of relevant work experience.
• Proficiency in basic computer skills, including MS Office Suite.
• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

Nice To Have

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.
• Valid driver's license with minimum auto insurance coverage.

Working Conditions, Mental And Physical Demands

• Frequent exposure to copier/fax machine noise, toner, and changes in room temperature.
• Exposure to various weather conditions when walking between buildings and potential for injuries or accidents.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Daily telephone/in-person contact with customers, employees, managers, and occasional contact with vendors and equipment repair personnel.

About Us

Join our dynamic team as a Legal Senior On-Site Service Specialist, where you will play a pivotal role in transforming our clients' experience through top-notch operations support in a legal office environment. You will engage with cutting-edge technology in high-volume duplicating, production, sorting, and mailing tasks, ensuring seamless operations and client satisfaction. Whether it is performing maintenance, troubleshooting, or providing reception services, you will be the heart of our service delivery.

Ricoh

We are an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future.