Legal Office Services Specialist

Job Title: Legal Office Services Specialist
Location: Chicago, IL (Onsite)
Duration: 12+ months (Temp to hire)
Mon-Fri, 8:00am- 5:00pm

Summary

The Legal Office Services Specialist is responsible for providing document production, mailroom, reception, hospitality, and office support services within a legal office environment. This role ensures the accurate handling of confidential legal documents, supports daily office operations, delivers exceptional customer service, and maintains efficient print, scanning, and mail processing services.

Responsibilities

• Operate high-volume copiers, printers, scanners, and mail processing equipment to support legal document production.
• Perform copying, scanning, printing, binding, finishing, file conversion, and document management activities.
• Handle highly confidential and time-sensitive legal documents with accuracy and discretion.
• Process incoming and outgoing mail, packages, shipments, and courier deliveries.
• Support reception and hospitality services by greeting visitors, answering inquiries, and assisting office guests.
• Maintain copier and printer functionality by performing routine inspections, clearing paper jams, replacing supplies, and coordinating service requests.
• Operate image handling software, document management systems, OCR tools, FTP processes, and file formatting applications.
• Prepare electronic files, manage table of contents (TOC), and support digital document workflows.
• Maintain inventory, meter logs, billing records, service logs, and operational documentation.
• Coordinate off-site document production projects and support shipping and receiving activities.
• Respond to customer inquiries regarding document requests, mail services, and project status.
• Deliver completed documents, mail, and office materials throughout the facility.
• Maintain organized workspaces and support additional office services as required.
• Perform other duties as assigned.

Requirements

• High school diploma, GED, or equivalent work experience.
• Minimum of 1 year of experience in a legal office or legal services environment is strongly preferred.
• Experience with document production, mailroom operations, reception, or office services.
• Ability to complete and maintain Ricoh Legal training requirements.
• Experience operating copiers, printers, scanners, postage machines, and related office equipment.
• Proficiency with Microsoft Office Suite and general computer applications.
• Familiarity with document management systems, OCR technology, FTP, and digital document workflows.
• Knowledge of shipping and receiving procedures.
• Strong customer service, communication, and interpersonal skills.
• Strong organizational, troubleshooting, and problem-solving abilities.
• Ability to work independently while managing multiple priorities in a fast-paced legal environment.
• Technical aptitude for office equipment and document workflow technologies.