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RICOH COLOMBIA · 1 month ago

Office Services Coordinator

San Diego, CA

Full-time

Onsite

Entry Level

1+ years exp

Ricoh is an integrated solutions provider that empowers digital workplaces. The Legal Senior On-Site Service Specialist will play a pivotal role in transforming client experiences through operations support in a legal office environment, ensuring seamless operations and client satisfaction while engaging with advanced technologies.

Information Technology & Services

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

Assist with scheduling needed equipment, labor, and supplies for offsite trials

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

Maintain logs for billing and assist in calculating charges for work performed

Distribute incoming mail and packages, office supplies, and fax transmissions

Deliver completed reproduction work to designated delivery areas, which may include travel between office locations

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

Perform 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

Assist facilities with box moves, office moves, occupant moves, and light maintenance duties

Perform occasional cleaning duties and may require periodic overtime on nights and weekends, including off-hour emergency responses

Qualification

Legal technologies knowledgeHigh-volume printing skillsDocument management systemsCustomer service skillsTroubleshooting skillsBasic electronics knowledgeCommunication skillsWork independentlyFlexibility