Multi-Site Office Services Coordinator chez Ricoh Americas Holdings

Summary:  Join our dynamic team as a Legal Senior On-Site Service Specialist, where you will play a pivotal role in transforming our clients' experience through top-notch operations support in a legal office environment. This is a multi-position role supporting both Towson and Baltimore offices (approx. 20-minute commute), ideal for someone who thrives in a client-facing, hospitality-driven environment. You’ll be cross-trained in production, reception, and office services, and expected to pivot between tasks with professionalism. A personal vehicle is required—mileage reimbursement is provided between both sites.

Whether it’s assisting with our office service's needs, troubleshooting, or greeting clients at reception, you’ll be the heart of our service delivery. 

Roles and Responsibilities

Legal Environment Responsibilities

• Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.

• Working with legal documents, print and copy needs (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).

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

General Responsibilities

• Travel between Towson and Baltimore offices as needed; mileage reimbursement provided.

• Cover reception duties with a warm, professional demeanor—greet clients, answer phones, and manage front desk operations.

• Support high volume print and copy needs - production cross training provided

• 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.

• Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.

• Provide floor support, hospitality support including meeting room setups and light maintenance.

• Handle time-sensitive, confidential documents with discretion.

• Support executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.

• Perform scanning, file conversion, file naming, encryption, and FTP tasks.

• Conduct OCR and file formatting for printing in Microsoft Office Suite and Adobe Acrobat Pro.

• Maintain copier areas, service logs, and assist with conference room management.

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

Qualifications Must Have

• High school diploma or GED, coupled with a minimum of one year of relevant work experience.

• Proficiency in basic computer skills, including MS Office Suite.

• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

• Valid driver’s license and personal vehicle (required for travel between sites).

Qualifications Nice to Have

• Previous experience in copy jobs or related fields.

• Basic knowledge of electronics and copier equipment repair.

Knowledge, Skills, and Abilities

• Personable and professional—able to represent the firm with warmth and polish.

• Trainable in office services including copy, print, reception, and client support.

• Working knowledge of copier and related equipment preferred.

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

• Ability to work independently and flexibly to complete projects.

• Troubleshooting and problem-solving skills, and the ability to read and comprehend written technical information.

• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier/fax machine noise, toner, and changes in room temperature.

• Exposure to various weather conditions when walking between buildings and potential for injuries or accidents.

• Dealing with tight deadlines and quick turnaround times imposes high stress levels.

• Some physical effort required, including standing, walking, bending, reaching, stretching, climbing, and lifting or moving items weighing up to 50 lbs. and pushing or pulling machines on wheels weighing up to 400 lbs.

• Daily telephone/in-person contact with customers, employees, managers, and occasional contact with vendors and equipment repair personnel.

In this role, you’ll be a versatile, client-facing service specialist—ready to jump between locations, tasks, and teams with confidence and grace. If you’re flexible, personable, and eager to grow, apply now to join us in shaping the future of service excellence.

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.