Legal Mailroom Courier

Legal Senior Onsite Service Specialist – Legal Courier POSITION PROFILE

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: walking and driving courier errands involving filings, document research, and pickups/deliveries; copy, production, and scanning; fax; mail and shipping; direct floor support; conference room setup; and facilities support.

A Senior Legal Onsite Service Specialist must possess strong interpersonal, professional etiquette, and customer service skills to communicate effectively 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.

Job Duties and Responsibilities Duties and Responsibilities

• Move furniture and equipment to set up conference rooms for meetings and events.
• Complete courier errands to courts, post offices, law firms, government offices, and other locations as required, while communicating delivery and completion status.
• Deliver paper reams and office supplies to printer and copier locations throughout the office.
• Dispose of paper and confidential materials in designated shredding bins in accordance with firm policies.
• Interact with and provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produce jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
• Operate copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
• Utilize equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handle confidential and time-sensitive documents.
• Provide quality and accurate reproduction, scanning, and project support.
• Respond to customer inquiries, including coordinating and calculating the time required to complete requested tasks.
• Provide embedded support to specific floors or integrated practice groups.
• Assist with coordinating projects that will be completed off-site.
• Maintain billing logs and assist in calculating charges for work performed.
• Maintain logs and work records for tracking, management reporting, inventory management, and supply ordering.
• Distribute incoming mail, packages, office supplies, and fax transmissions to designated delivery points.
• Deliver completed reproduction work to predetermined locations, including locations outside the customer’s office when required.
• Perform deliveries and pickups that may require travel between offices and customer locations.
• Perform duties related to the shipping and receiving of materials and packages.
• Perform filing duties in conjunction with specific customer requests, including document purging and archiving.
• Perform scanning, file conversion, file naming, and file encryption.
• Perform OCR (Optical Character Recognition) processing to assist with keyword search capabilities.
• Format files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
• Perform daily quality checks on convenience copiers to ensure proper functionality.
• Respond to copier issues and clear paper jams as needed.
• Maintain daily meter readings and service logs.
• Stock and organize convenience copier areas.
• Organize and maintain conference rooms and meeting spaces.
• Assist Facilities with box moves, office relocations, and occupant moves.
• Assist Facilities with light maintenance duties.
• Perform occasional cleaning duties as needed.
• May require periodic overtime, including evenings, weekends, and emergency response situations.
• Perform other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• One (1) to two (2) years of related work experience preferred.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• Valid, violation-free driver's license may be required.
• Must maintain minimum levels of automobile insurance coverage in accordance with Ricoh policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related equipment maintenance preferred.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing priorities.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow mail delivery and courier procedures.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer relations, interpersonal, and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and meet tight deadlines in a fast-paced legal environment.
• Ability to maintain confidentiality and professionalism when handling sensitive legal documents.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May also be exposed to paper cuts associated with handling paper and opening boxes.
• Exposure to various weather conditions while making court filings, deliveries, and traveling between buildings or customer locations.
• Daily telephone and in-person interaction with customers, employees, managers, and/or the Dispatch Department. Occasional interaction with vendors and equipment repair personnel.
• Tight deadlines and quick turnaround requirements may create high-stress situations.
• Physical demands include extended periods of standing, walking, bending, reaching, stretching, and climbing.
• Ability to lift and move items weighing up to 50 pounds.
• Ability to push or pull wheeled equipment weighing up to 400 pounds during relocation or repair activities.
• Frequent walking between offices, court buildings, government offices, and customer locations may be required.
• Valid driver's license may be required for positions involving courier responsibilities.