Senior Legal Office Services Specialist

About the role

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 Assistant Site Manager.

Responsibilities

• Possesses the legal background to understand client matter workflow, including: Chargeback to firm and/or clients for work, supplies, hours, and services.
• Familiarity with legal technologies and software, such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Familiarity with legal processes and documents, including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and the proper delivery of documents within the court system.
• Assists with scheduling equipment, labor, and supplies for off-site trials.

Other duties and responsibilities

• Interacts with and provides 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.
• Operates all 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 quality and accurate reproduction, scanning, and project support.
• Responds to customer inquiries, including coordinating and calculating the time required to complete requested work.
• Provides embedded support to specific floors or integrated practice groups.
• Affords assistance in coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains logs and work records for tracking, management reporting, inventory control, and supply ordering.
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated delivery points.
• Delivers completed reproduction work to predetermined locations, 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 shipping and receiving materials and packages.
• Performs filing duties in conjunction with customer requests, including document purging and archiving.
• 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 functionality.
• Formats files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to copier issues and clears paper jams as needed.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Affords assistance in box moves, office relocations, and occupant moves.
• Affords assistance in light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime, including evenings, weekends, and off-hour emergency response.
• Performs other duties as assigned.

  Qualifications

  • High school diploma or GED required.
  • One (1) to two (2) years of related work experience required.
  • Minimum of two (2) years of experience in the legal industry preferred.

  Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.

• May require a valid driver's license with no violations and minimum levels of auto insurance coverage in accordance with Ricoh policy.

  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 flexibly to complete projects.
  • Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
  • Ability to understand and follow instructions related to mail delivery processes.
  • Strong troubleshooting and problem-solving skills.
  • Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
  • Excellent customer relations and verbal communication skills.

  About Us

  Come Create at Ricoh: If you are seeking a team driven by passion and purpose, come create with us at Ricoh. 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 team and our commitment to excellence. Ricoh is 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.

  JOB INFO

  Job Identification : 7898
  Job Category : Service Delivery
  Posting Date : 2026-07-28T17:10:51+00:00
  Job Schedule : Full time
  Locations : Phoenix, AZ, United States
  Driving requirements : Non-driver
  Sign-on Bonus : No