Office Services Site Leader

POSITION PROFILE

Supervises the day-to-day operations of a specified 1- to 3-person site within a legal office environment. Reports directly to an Account Manager and works to provide employee developmental support. Assists in employee relations matters related to supervision and direction of staff. Develops, implements, and reviews procedures for compliance and continuous improvement. Prepares, creates, validates, and invoices 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 others. The Site Supervisor serves as the primary point of contact for customer issues and provides direction for issue resolution.

Works directly or indirectly in support of site operations, including one or more of the following functions: copy, production, scanning, fax, mail and shipping, hospitality services, conference room setup and scheduling, receptionist backup, facilities support, and inventory control.

Maintains and manages an acceptable profit level within the site while identifying additional service opportunities to enhance customer workflow.

Job Duties and Responsibilities LEGAL ENVIRONMENT JOB RESPONSIBILITIES

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

• Chargeback of work, supplies, hours, and services to the firm and/or clients.
• Familiarity with legal technologies and software, including document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Familiarity with legal processes and documents, including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and the proper delivery of documents within the court system.
• Assists with scheduling equipment, labor, and supplies for off-site trials.

OTHER DUTIES AND RESPONSIBILITIES

• Responsible for the effective implementation and management of the Ricoh Service Excellence methodology.
• Functions as a working supervisor, assisting with daily tasks and operations in accordance with customer contract requirements.
• Maintains formal daily contact with customers.
• Handles highly confidential and time-sensitive documents.
• Ensures quality work due to the sensitive nature of legal documents and projects.
• Demonstrates an 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 that may require expedited turnaround times and strict deadlines.
• Provides training on workflow procedures and equipment operation as needed.
• Ensures payroll accuracy by reviewing and correcting employee time punches.
• Achieves shift profitability by effectively managing labor, materials, and supplies.
• Manages daily operations while maintaining quality standards and meeting audit and deadline requirements.
• Meets quality and service standards through effective job scheduling practices.
• Maintains efficient workflow by holding direct reports accountable for quality and productivity.
• Facilitates resolution of issues related to pricing, order intake, and invoicing.
• Ensures direct reports execute performance objectives through development plans, 90-day plans, and performance reviews.
• Posts reports reflecting productivity, quality, and deadline performance.
• Maintains positive working relationships with all departments through professional communication.
• Completes site reports and administrative paperwork accurately and on time.
• Completes month-end management reporting.
• Assists the Account Manager with review of monthly financial reports.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• Minimum of 2 years of experience in a related field.
• Minimum of 2 years of experience in the legal industry strongly preferred.
• Experience with multiple areas of law, including criminal, civil, corporate, real estate, bankruptcy, and intellectual property, preferred.
• Proficiency with Microsoft Word, Excel, PowerPoint, Adobe Acrobat (PDF), and legal software applications preferred.
• Experience delivering classroom and/or informal training sessions preferred.
• Experience operating advanced equipment and performing complex production work preferred.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Ability to effectively set goals, lead employees, and provide training and development.
• Strong technical aptitude and ability to operate complex equipment.
• Ability to stay current with technology and industry trends through ongoing learning and professional development.

Working Conditions, Mental and Physical Demands

• Typically works in an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require the ability to interpret, comprehend, and apply complex information, data, and instructions, as well as prepare, provide, and communicate a variety of information.
• Some physical effort is required. While the position is primarily sedentary, it may involve walking, standing, bending, reaching, lifting, or carrying objects weighing up to 50 pounds (e.g., paper, books, files, office supplies, and equipment components).
• Requires moderate manual dexterity and regular use of office equipment, including calculators, computers, keyboards, hand tools, and hand-eye coordination.