Legal Site Supervisor at Ricoh in Austin, TX

POSITION PROFILE

Supervises the day-to-day operations of a one- to three-person site within a legal office environment. Reports directly to an Account Manager and provides employee development support. Assists with employee relations matters related to supervising and directing staff. Develops, implements, and reviews procedures for compliance, efficiency, and continuous improvement.

Responsible for preparing, creating, validating, and invoicing client billing according to customer requirements. Must possess excellent interpersonal and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and other stakeholders.

The Site Supervisor serves as the primary point of contact for customer issues and provides leadership in issue resolution. Supports site operations across services including copy, production and scanning, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist backup, facilities support, and inventory control.

This role works to maintain an acceptable level of profitability while identifying opportunities to enhance customer workflow through additional service offerings.

Job Duties and Responsibilities Legal Environment Responsibilities

Possesses the legal background necessary to understand client matter workflow, including:

• Chargeback billing to firms and/or clients for work, supplies, labor hours, and services.
• Familiarity with legal technologies and software, including document management systems and cost recovery systems (e.g., Copitrak, Equitrac).
• Knowledge of legal records management processes.
• Familiarity with legal documentation and processes, including:
  • Closing binders
  • Depositions
  • Transcripts
  • Briefs
  • Addendums
  • Filings
  • Discovery
  • Judgments
  • Court systems and filing procedures
• Assists with scheduling equipment, labor, and supplies for off-site trials.

Other Duties and Responsibilities

• Responsible for the effective implementation and management of Ricoh Service Excellence methodology.
• Functions as a working supervisor by assisting with daily operations in accordance with customer requirements.
• Maintains formal daily contact with customers.
• Handles highly confidential and time-sensitive legal documents.
• Ensures quality work due to the sensitive nature of legal documents and projects.
• Demonstrates understanding of law firm structure and hierarchy while providing professional support to legal secretaries, project managers, paralegals, associates, and partners.
• Ensures accuracy on project work requiring expedited turnaround times and strict deadlines.
• Provides training on workflows and equipment operation as needed.
• Ensures payroll accuracy by reviewing and correcting employee time records.
• Achieves shift profitability through effective management of labor, materials, and supplies.
• Maintains operational quality to ensure compliance with audits, deadlines, and service standards.
• Meets quality and deadline requirements through effective scheduling and workflow management.
• Holds direct reports accountable for productivity, quality, and operational efficiency.
• Facilitates resolution of issues involving pricing, order intake, and invoicing.
• Ensures team members execute performance objectives through development plans, 90-day plans, and regular performance reviews.
• Posts reports reflecting productivity, quality, and deadline performance.
• Maintains positive internal working relationships through professional communication.
• Completes site reports and required administrative paperwork accurately and on time.
• Completes month-end management reports.
• Assists the Account Manager with monthly financial reviews and reporting.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications) Required Qualifications

• High school diploma or GED required.
• Two (2) or more years of experience in a related field.

Preferred Qualifications

• Minimum of two (2) years of experience in the legal industry.
• Experience supporting various legal practice areas, including:
  • Criminal Law
  • Civil Litigation
  • Corporate Law
  • Real Estate Law
  • Bankruptcy Law
  • Intellectual Property Law
• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Adobe Acrobat
  • Legal software applications
• Experience delivering classroom and/or informal training.
• Experience operating advanced production equipment and completing complex document production projects.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to establish goals, lead teams, and train employees effectively.
• Strong technical aptitude and ability to operate complex machinery and equipment.
• Ability to stay current on technology, industry trends, and best practices.
• Strong customer service and relationship management skills.
• Excellent written and verbal communication abilities.
• Strong leadership, coaching, and employee development capabilities.
• Effective problem-solving and decision-making skills.
• Ability to manage multiple priorities and competing deadlines.
• Ability to maintain confidentiality and professionalism in a legal environment.

Working Conditions, Mental and Physical Demands

• Office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require interpretation, comprehension, and application of complex information, data, and instructions.
• Requires the ability to prepare, communicate, and present a variety of information.
• Primarily sedentary work with occasional walking, standing, bending, reaching, lifting, and carrying.
• Ability to lift or carry items weighing up to 50 pounds, including files, books, paper, and office supplies.
• Requires moderate manual dexterity and regular use of office equipment, computers, keyboards, calculators, and tools requiring hand-eye coordination.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, or working conditions associated with the role.