Reception & Administrative Assistant Job at RICOH COLOMBIA in San Francisco

Legal Senior On‑Site Service Specialist

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. In this role you will engage with cutting‑edge technology in high‑volume duplicating, production, sorting, and mailing tasks, ensuring seamless operations and client satisfaction. You will be the heart of our service delivery, providing reception services, maintaining a polished professional presence, and anticipating guest and employee needs to elevate the overall experience.

Roles and Responsibilities

Legal Environment 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).
• Reception coverage.
• Knowledge of court systems and proper delivery of items and documents within the court system.
• Assist with scheduling needed equipment, labor, and supplies for off‑site trials.

General Responsibilities:

• Operate high‑volume 2D or 3D print and copy machines, ensuring top‑notch quality and efficiency.
• Provide essential equipment troubleshooting and scale technical issues 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.
• Assist with meeting room setups, light maintenance, and reception duties as needed.
• Front‑desk coverage: greet visitors, manage check‑in procedures, and oversee hospitality services.
• Uphold safety standards and adhere to protocols while handling equipment and materials.
• Handle time‑sensitive confidential documents.
• 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 with charge calculations.
• Distribute incoming mail and packages, office supplies, and fax transmissions.
• Conduct daily quality checks on copiers and respond to errors.
• Assist facilities with moves and light maintenance duties; perform occasional cleaning duties.

Qualifications – Must Have

• High school diploma or GED 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.

Qualifications – Nice to Have

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.
• Valid driver’s license with minimum auto insurance coverage.

Knowledge, Skills, and Abilities

• Working knowledge of copier and related equipment.
• Ability to utilize hardware and software for cost recovery, document management, and advanced workflow.
• Knowledge of shipping/receiving procedures and basic electronics.
• Independent and flexible work style to complete projects.
• Troubleshooting and problem‑solving skills, and ability to read and comprehend technical information.
• Excellent customer relations and verbal communication skills.
• Professional demeanor and service‑oriented mindset focused on hospitality and client engagement.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier/fax noise, toner, and temperature changes.
• Physical effort required: standing, walking, bending, reaching, stretching, climbing, and lifting up to 50 lbs.; pushing or pulling machines on wheels up to 400 lbs.
• High stress from tight deadlines and quick turnaround times.
• Regular telephone and in‑person contact with customers, employees, managers, vendors, and equipment repair personnel.

About Us

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 to unlock every organization’s potential.

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 a 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.
• Access additional benefits to enhance your health, wellness, and ongoing professional development.

In this role, you will be at the forefront of innovation, providing solutions and exceptional service. If you are ready to make a meaningful impact and embark on a journey of growth, apply now to join us in shaping the future of service excellence.