Hospitality & Office Services Associate
Ricoh Americas Corp.
Posted Saturday, November 22, 2025
Posting ID: 300007629584297
New York, NY
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Position Profile
The Legal On-Site Services Specialist provides operational support within a legal office environment. Responsibilities include operating high-volume duplicating and scanning equipment, mail processing, shipping/receiving, and copier maintenance. The role also involves handling sensitive and confidential documents, ensuring quality control, and supporting legal staff with document management and workflow needs.
Job Duties and Responsibilities
- Operate high-volume copy machines; perform binding and finishing work.
- Handle highly sensitive and confidential documents, often under tight deadlines.
- Deliver the highest quality work due to the sensitive nature of legal projects.
- Operate high-volume scanners and image handling software.
- Utilize MS Office and email systems.
- Inspect convenience copiers daily; clear paper jams and report issues.
- Maintain records for management reports and supply inventories.
- Distribute office supplies, faxes, and mail to designated personnel or drop-off points.
- Calculate charges for jobs performed; maintain billing logs.
- Respond to and coordinate service calls required by customers.
- Perform filing duties, including purging and archiving old documents.
- Deliver completed jobs to designated customer locations.
- Maintain daily meter and service logs.
- Travel between customer buildings as needed.
- Answer customer questions regarding job status or feasibility.
- Ensure copier areas are neat and well stocked.
- Perform shipping/receiving duties.
- Use bindery and finishing equipment (shrink-wrap machine, paper cutter, hole driller, jogger, tape machine, stackers, stapler, scales).
- Perform scanning, file conversion, file naming, and FTP transfers.
- Manage electronic file tables of contents.
- Perform OCR (Optical Character Recognition) tasks for keyword search.
- Format files for printing/Excel.
- Assist with coordinating off-site projects (BIS or Smart Source).
- Provide professional-level support to legal staff (secretaries, paralegals, associates, partners).
- Complete projects accurately under tight deadlines and high pressure.
- Perform other duties as assigned.
Qualifications
- High school diploma, GED, or equivalent work experience required.
- Completion of Ricoh Legal training within 90 days of hire (and ongoing training as required).
- Related copy job experience preferred.
- Minimum of 1 year of experience in the legal industry strongly desired.
- Strong customer service, communication, and interpersonal skills.
- Valid driver's license and auto insurance may be required per company policy.
- Proficiency in MS Office Suite.
Knowledge, Skills, and Abilities
- Technical aptitude with printers, copiers, postage machines, and office equipment.
- Strong customer service and organizational skills.
- Ability to work independently and flexibly to complete projects.
- Knowledge of shipping/receiving procedures.
- Basic electronics knowledge preferred.
- Ability to troubleshoot and problem-solve.
- Ability to read and comprehend technical manuals and instructions.
- Excellent verbal communication and customer relations skills.
Working Conditions / Physical Demands
- Office environment with normal lighting, ventilation, temperature, and noise levels.
- Work assignments are diversified and may involve interpreting complex material.
- Physical effort may include standing, walking, bending, reaching, stretching, climbing, and lifting/moving items up to 50 lbs.
- Moderate dexterity required (calculator, keyboard, hand tools, eye/hand coordination).
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
On-SiteCommunication
Customer Service
Coordinating
Workflow Management
Filing
Billing
Microsoft Excel
Microsoft Office
Valid Driver's License
Customer Relationship Management
Management Reporting
Troubleshooting (Problem Solving)
Organizational Skills
Verbal Communication Skills
Interpersonal Communications
Quality Control
Hand Tools
Technical Communication
Office Equipment
Office Supply Management
Document Management
Supply Inventory
Shipping And Receiving
Technical Acumen
Print Binding
Calculators
Shrink Wrapping
Copier Repair And Maintenance
Business Information System
File Transfer Protocol (FTP)
Data Conversion
File Naming
Optical Character Recognition (OCR)
Mail Processing
