Office Reception & Administrative Specialist

Company: Ricoh USA
Location: Palo Alto
Posted on: April 9, 2021

Job Description:

POSITION PROFILE Supervises the day-to-day operations within a legal office environment. Works to develop, implement, and review procedures for compliance and improvement. Prepares, creates, validates, and invoices client(s) as per the customer's billing needs. Must possess excellent interpersonal and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. The Site Supervisor is the point person for customer issues as well as providing direction for issue resolution. Works directly or indirectly assisting the site operations with any of the following office functions: copy, production, and scanning, fax, mail, and shipping, filing, hospitality assistance, conference room set up and scheduling, reception, facilities support, and inventory control. JOB DUTIES AND RESPONSIBILITIES: Excellent professionalism, multi-tasking , Customer Service Skills, and able to manage multiple prioritiesOffice Receptionist / Excellent customer serviceComputer savy? / video/ audio set up for depositionsChecking in/out records, filing documentsAbility to assist with Copy, Print Production, Mail, and Scanning OTHER DUTIES AND RESPONSIBILITIES Responsible for the effective implementation and management of the RICOH Service Excellence methodology.Functions as a working supervisor, assisting in the daily tasks and operations as per the customer contract.Handles formal contact with the customer daily.Handles highly confidential documents that may be time sensitive.Provides quality work due to the sensitive nature of documents and projects that are required in a legal environment.Responsible for understanding the law firm structure and hierarchy while interacting and providing professional support to firm associates (legal secretaries, project managers, paralegals, associates, and partners).Responsible for job accuracy on project work that may require an expedient turnaround and have a tight deadline.Provides training on workflow and machine operations when necessary.Ensures payroll accuracy by overseeing and correcting all time clock punches.Achieves shift profitability (cost of goods) by effectively supervising the labor, materials, and supplies.Operates shifts and maintains quality of work to comply with audits and deadlines.Meets quality and deadline standards by the effective use of job scheduling practices.Maintains efficient workflow by holding direct reports accountable for quality and efficiency of their work.Facilitates resolution of issues concerning pricing, orders-in, and invoicing.Ensures all direct reports execute objectives using tools such as: a developmental plan, ninety (90) day plan, and regular performance reviews.Posts reports showing productivity, quality, and deadline results.Maintains positive internal working relationships with all department employees by communicating in a professional manner.Completes site reports and other paperwork on time and accurately.Completes month-end management report.Assists the account manager with review of the monthly financial reporting.Performs other duties as assigned. QUALIFICATIONS (Education, Experience, and Certifications) Requires a high school diploma or GED and 2+ years of experience in a related field.Minimum of 2 years experience in the legal industry is strongly preferred.Preferred experience with different types of law and the different departments such as: criminal, civil, corporate, real estate, bankruptcy, intellectual property, etc.Preferred computer experience and proficiency working with programs such as: Word, Excel, PowerPoint, Adobe (pdf), and legal software.Preferred experience in delivering classroom and/or informal training sessions.Preferred experience in operation of the most advanced machines, performing complex jobs. At Ricoh, we embrace and respect the collective and unique talents, experiences, and perspectives of all people. Together, we inspire remarkable innovation. That is how we live the Ricoh Way. And with our commitment to ethics, you can be sure that we are doing it with transparency, integrity, and corporate social responsibility. Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled. Click Here to view RicohUSA Benefits

Keywords: Ricoh USA, Palo Alto , Office Reception & Administrative Specialist, Administration, Clerical , Palo Alto, California