Legal Office Services Specialist

Legal Senior Onsite Service Specialist - Mailroom

POSITION PROFILE ‎

Provides direct hands on support within a legal office environment setting. Performs various ‎office support tasks which may include one or more of the following areas of responsibility: ‎copy, production, and scanning, mail and shipping, direct floor support, hospitality assistance, ‎conference room set up.  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 Senior Site Manager.‎

 

DUTIES AND RESPONSIBILITIES

•    Providing excellent, consistent and professional customer service inside a law office of ‎‎200 people‎

•    Processing incoming and outgoing mail and packages

•    Tracking and ordering office supplies

•    Assisting the Ricoh Copy Center and Hospitality departments as needed

•    Performing four daily scheduled mail delivery and pick up runs

•    Keeping a fluctuating personnel and mail route database up to date

•    Proficiency in MS Office Suite (Excel, Outlook, Word, PowerPoint) and Adobe Acrobat

•    Being responsible for the Mailroom section of the annual Ricoh Site Certification

•    Regular usage of a postal meter, and familiarity with associated US Postal regulations

•    Familiarity with UPS shipping

•    Familiarity with FedEx shipping

•    Interacting with the other offices belonging to the firm, and assisting them remotely as ‎needed

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QUALIFICATIONS (EDUCATION, EXPERIENCE AND CERTIFICATIONS)

•    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.‎

‎  KNOWLEDGE, SKILLS AND ABILITIES

•    Working knowledge of copier and other related equipment and repair is preferred.‎

•    Ability to utilize a mixture of hardware and software to support functions such as cost ‎recovery, document management and advanced workflow

•    Requires knowledge and understanding of shipping/receiving procedures.‎

•    Basis electronics knowledge is preferred.‎

•    Possesses ability to work independently and flexibly to complete projects.‎

•    Possesses ability to determine correct method and packing material as well as check ‎packing slips for accuracy of incoming materials.‎

•    Possesses ability to comprehend instructions concerning mail delivery.‎

•    Possesses troubleshooting and problem solving skills.‎

•    Possesses ability to read and comprehend written technical information in the form of ‎manuals, parts books and related publications.‎

•    Possesses excellent customer relations skills and excellent verbal communication skills.‎

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WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

•    Requires frequent exposure to copier/fax machine noise, toner and changes in room ‎temperature and may be exposed to frequent paper cuts from the handling of paper and ‎opening of boxes.‎

•    Requires exposure to various weather conditions when walking is necessary between ‎buildings and exposure to location equipment can present opportunities for injury or ‎accidents.‎

•    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.‎

•    Some physical effort is required 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.‎

 

The above statements are intended to describe the general nature and level of work being ‎performed by people assigned to this job. They are not intended to be an exhaustive list of all ‎responsibilities, skills, efforts or working conditions associated with a job.‎