Mailroom 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
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.
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.