Office Services Specialist

About the role

This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.

Job Duties And Responsibilities

• Runs high-volume copy machines and performs binding and finishing work
• Handles highly sensitive and confidential documents that may be time-sensitive
• Provides high-quality work due to the sensitive nature of documents and legal projects
• Operates high-volume scanners
• Operates image handling software
• Uses MS Office and email systems
• Ensures convenience copiers are functioning properly through daily quality inspections; clears jams and reports issues
• Maintains records for management reports and supply inventories
• Distributes office supplies, fax transmissions, and mail to personnel or designated drop-off points
• Calculates charges for completed jobs and maintains billing logs
• Responds to and coordinates all required customer service calls
• Performs filing duties as requested by customers
• Delivers completed jobs to designated locations (on-site and off-site)
• Maintains daily meter and service logs
• May travel between customer buildings
• Answers customer inquiries about job status or feasibility
• Keeps copier areas organized, clean, and fully stocked
• Performs shipping and receiving duties
• Uses equipment such as: Shrink-wrap machines, Paper cutters, Hole drillers, Bindery equipment, Joggers, tape machines, stackers, Electric staplers and scales, Copiers, calculators, fax machines, postage meters, and computers
• Performs filing, including purging and archiving documents
• Handles scanning, file conversion, and file naming
• Performs FTP (File Transfer Protocol) for file transfers and printing/CD/DVD creation
• Manages TOC (Table of Contents) for electronic files
• Performs OCR (Optical Character Recognition) to enable keyword searching
• Formats files for printing and Excel use
• Coordinates off-site production projects (e.g., BIS or Smart Source)
• Provides professional support to legal staff, including: Legal secretaries, Project managers, Paralegals, Associates and partners
• Produces accurate, high-quality work under tight deadlines and pressure
• Performs other duties as assigned

Qualifications (Education, Experience, and Certifications)

• Typically Required: High school diploma, GED, or equivalent work experience
• Completion of Ricoh Legal training within 90 days of hire, with ongoing compliance
• Prior copy/production experience
• Strongly preferred: Minimum of 1 year in the legal industry
• Excellent customer service and communication skills

Skills and Abilities

• Technical aptitude with printers, copiers, postage machines, and office equipment
• Strong customer service skills
• Good organizational skills
• Ability to use hardware and software for: Cost recovery, Document management, Advanced workflow processing, Knowledge 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 verify packing slips
• Ability to follow instructions related to mail delivery
• Troubleshooting and problem-solving skills
• Ability to read and understand technical manuals and documentation
• Excellent verbal communication and customer relations skills

About Us

We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance teams and our commitment to excellence.

Invest In Yourself

We offer a range of benefits to enhance your health, wellness, and ongoing personal and professional development, including:

• Medical, dental, life, and disability insurance options
• Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments
• Tuition assistance programs
• Paid vacation time and paid holidays annually