Legal Office Site Supervisor

Ricoh Americas Corporation Seattle , WA 98113

Posted 2 months ago

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. Will also assist in employee relations matters as it pertains to supervising and directing. 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, hospitality assistance, conference room set up and scheduling, receptionist backup, facilities support, and inventory control. Works to maintain and control an acceptable profit level within the site while looking for additional service offerings to enhance the customers work flow.

JOB DUTIES AND RESPONSIBILITIES

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

Possess the legal background to understand client matter work flow, such as:

  • Charge back to firm and/or clients for work, supplies, hours, etc.

  • Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).

  • Familiar with legal records management processes.

  • Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.

  • Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).

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.

Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Maintenance Supervisor Site
New!

Capitol Hill Housing

Posted Today

VIEW JOBS 11/12/2019 12:00:00 AM 2020-02-10T00:00 Compensation: $22 to $25 per hour DOE<br /> Benefits: Medical, dental and vision insurance is free for employees!!<br />  <br /> <strong>Company Summary</strong><br />  <br /> Since 1976, Capitol Hill Housing (CHH) has worked alongside the community to build and preserve housing affordable to working families and promote the qualities that make Seattle a vibrant and engaged city. Today, we provide secure, affordable homes to over 2,200 of our neighbors across the city while working to make our neighborhoods safer, healthier and more equitable. We are a top performing, high-capacity not-for-profit corporation with an innovative portfolio of 49 buildings throughout the Seattle area. Our buildings have won numerous awards from HUD, Urban Land Institute, Affordable Housing Finance Magazine, Future wise and other community development awards.<br />  <br /> <strong>Job Summary</strong><br />  <br /> Capitol Hill Housing is looking for an experienced Maintenance Supervisor to manage the daily activities of a property owned and managed by Capitol Hill Housing (CHH) following the policies and procedures. This position will be responsible for managing the maintenance and groundskeeping activities for a specific building including preventative maintenance, vendor supervision, work orders and cost control. <br />  <br /> <strong>Duties and Responsibilities </strong><br />  <br /> Scope and Authority:<br /> Provide daily and preventative maintenance to ensure the most economical, safe and proper condition of the site. <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Assist in overseeing day to day activities of Maintenance Technicians, if applicable.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Inspect property and all common areas daily to identify maintenance or housekeeping deficiencies that require attention.   Enter work orders or schedule vendors as needed to remedy these items.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Complete resident work orders within time specified (unless emergency repairs are required).</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Inspect all apartments annually or bi-annually, as determined by Portfolio Manager, based on specific building needs.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Share responsibilities of carrying emergency pager alternating with other maintenance staff and respond to emergency calls during non-work hours.</li> </ul>  <br /> Financial Management and Accounting<strong>:</strong> <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Responsible for purchasing and accurate inventory of all maintenance supplies, within budgetary limits.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Code all maintenance invoices for site, in accordance with Finance and Accounting policy.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Monitor billing accuracy and process all work orders (as per Accounting Policies).</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Ensure accurate and complete maintenance files, recording all maintenance and repair activity in accordance with CHH Policies.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain list of approved, cost effective suppliers.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Provide information for annual budget preparation.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Monitor recovery of material costs from work orders and billable hours per budget projections.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Advise Site Manager on purchasing and inventory needs of equipment, appliances and other materials</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Properly document all bids and other documents in accordance with the Public Works/Prevailing Wage process as it applies to applicable buildings within the portfolio, utilizing public works roster.</li> </ul>  <br /> Property Maintenance and Repair: <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Prepare work orders and coordinate the scheduling of maintenance and repair activities for the apartments, common areas and grounds; track progress of work orders.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Inspect and approve the work of CHH and non-CHH staff (vendors, etc.) on site.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Report maintenance and repair needs in common or private areas to the Site Manager.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Develop and coordinate (with Site Manager) implementation of Preventive Maintenance Plans for building.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Perform maintenance repairs as needed.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Manage capital improvement projects and vendors as needed.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Perform repairs on all vacant apartments to ensure proper operating conditions and appearance upon move-in, including painting (Select units may feature vaulted ceilings).</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Select and coordinate vendors as needed for any maintenance related work.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Ensure timely completion of all duties to minimize labor costs.</li> </ul>  <br /> Other: <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Work on special projects as assigned.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain tool and equipment inventory</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain in good working order all CHH equipment, tools and maintenance motor vehicles.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain good relationship with tenants, staff, vendors, etc.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Properly secure all parts, inventory and property equipment.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain complete an accurate SDS (<em>formerly MSDS</em>) Binder for site.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Maintain all shop, mechanical or other maintenance areas in an orderly fashion and in compliance with safety regulations.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Comply with all CHH policies and procedure</li> </ul>  <br /> <strong>Minimum Qualifications:</strong><br />   <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Education:  High School Diploma or GED.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">EPA 608 HVAC universal certification or be able to obtain certification within the first 90 days of employment.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Proficiency in speaking, reading, and writing English.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Computer skills:  Basic knowledge of how to use a computer.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;"> Attention to detail and accuracy.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Knowledge of and experience with all aspects of Residential Property or Hotel Maintenance.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Experience working with a diverse population, including people with limited English.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Ability to perform the following functions (in addition to tasks outlined on prior page/s), including but not limited to: <ul style="list-style-type:circle;"> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">General experience in and ability to perform basic plumbing, wall repair, lock repair, electrical, carpentry and painting. </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">The ability to do the following including perform the following essential physical requirements: <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Move up to 60 pounds, walk stairs, climb ladders, operate power tools and other generally accepted maintenance/repair tools and office equipment;   </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Keep accurate records and perform basic mathematical computations;  </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Follow instructions accurately and to problem solve effectively;</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Work independently in a productive and effective manner as well as part of a team;  </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Take instruction and work under supervision;</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Work effectively with people of diverse personalities, cultures and communication style</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Organize time efficiently, prioritize tasks and handle multiple interruptions and perform tasks in a self-directed manner;</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Manage deadline pressures and customer service needs.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Constant- hearing, seeing. </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Frequent standing, walking on a variety of surfaces, lifting and carrying up to 10 pounds, climbing stairs, reaching (from knees to shoulders), repetitive hand motion, handling/grasping, fine finger manipulation, talking. </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Occasional sitting, lifting and carrying up to 60 pounds/gallons, pushing/pulling, climbing ladders, working at heights, bending at the waist, twisting at the waist, crouching, kneeling/squatting, reaching (below knees and above shoulders), repetitive arm motion, using foot controls. </li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Seldom crawling, lifting and carrying up to 60 pounds.</li> </ul> </li> </ul> </li> </ul>   <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Valid Washington State Driver’s License required.</li> </ul>  <br /> <strong>Preferred Qualifications:</strong> <br />   <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Experience supervising vendors and skilled and unskilled maintenance staff.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Experience negotiating vendor contracts.</li> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;">Knowledge of Landlord Tenant Laws or willingness to attend training.</li> </ul>  <br />  <br /> Capitol Hill Housing is an Equal Opportunity Employer. Candidates of color, LGBTQ candidates, women, candidates with disabilities and candidates of all religions and national origins are strongly encouraged to apply.  Capitol Hill Housing is a “Ban the Box” employer.  However, per Federal Department of Housing and Urban Development requirements, any candidate selected for this position must undergo a criminal history background check prior to employment.<br />  <br />  <br />   Capitol Hill Housing Seattle WA

Legal Office Site Supervisor

Ricoh Americas Corporation