Site Leader, Legal

Position Profile

The Site Supervisor oversees the day-to-day operations of a 1 to 3 person site within a legal office environment. Reporting directly to an Account Manager, the Site Supervisor provides employee developmental support and assists in employee relations matters. This role involves developing, implementing, and reviewing procedures for compliance and improvement, as well as preparing, creating, validating, and invoicing clients according to their billing needs. Excellent interpersonal and customer service skills are essential for communicating with senior-level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff, and others. The Site Supervisor is the primary contact for customer issues and provides direction for issue resolution. Responsibilities include assisting with various office functions such as copying, production, scanning, faxing, mail and shipping, hospitality assistance, conference room setup and scheduling, receptionist backup, facilities support, and inventory control. The Site Supervisor also works to maintain and control an acceptable profit level within the site while seeking additional service offerings to enhance customer workflow.

Job Duties and Responsibilities

Legal Environment Responsibilities:

Understand client matter workflow, including chargebacks for work, supplies, hours, etc. Familiarity with legal technologies and software, such as document management systems and cost recovery/chargeback systems (e.g., Copitrak/Equitrac). Knowledge of legal records management processes. Understanding of legal documents and processes, such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, and court systems. Assist with scheduling equipment, labor, and supplies for offsite trials.

Other Duties and Responsibilities:

Implement and manage the RICOH Service Excellence methodology. Function as a working supervisor, assisting in daily tasks and operations as per the customer contract. Handle formal contact with the customer daily. Manage highly confidential and time-sensitive documents. Provide quality work due to the sensitive nature of documents and projects in a legal environment. Understand the law firm structure and hierarchy while interacting and providing professional support to firm associates. Ensure job accuracy on project work with tight deadlines. Provide training on workflow and machine operations when necessary. Ensure payroll accuracy by overseeing and correcting all time clock punches. Achieve shift profitability by effectively supervising labor, materials, and supplies. Operate shifts and maintain work quality to comply with audits and deadlines. Meet quality and deadline standards through effective job scheduling practices. Maintain efficient workflow by holding direct reports accountable for their work quality and efficiency. Facilitate resolution of issues concerning pricing, orders-in, and invoicing. Ensure direct reports execute objectives using tools such as developmental plans, 90-day plans, and regular performance reviews. Post reports showing productivity, quality, and deadline results. Maintain positive internal working relationships by communicating professionally. Complete site reports and other paperwork on time and accurately. Complete month-end management reports. Assist the account manager with reviewing monthly financial reports. Perform other duties as assigned.

Qualifications (Education, Experience, and Certifications)

High school diploma or GED and 2+ years of experience in a related field required. Minimum of 2 years' experience in the legal industry strongly preferred. Preferred experience with various types of law and departments (e.g., criminal, civil, corporate, real estate, bankruptcy, intellectual property). Proficiency with programs such as Word, Excel, PowerPoint, Adobe (PDF), and legal software preferred. Experience in delivering classroom and/or informal training sessions preferred. Experience operating advanced machines and performing complex jobs preferred.

Knowledge, Skills, and Abilities

Good organizational skills. Ability to effectively set goals, lead, and train employees. Good technical skills and ability to use complex machinery. Ability to stay updated on current technology and trends by reading relevant journals, magazines, and newspapers.

Working Conditions, Mental and Physical Demands

Typically an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level. Diversified work assignments requiring interpretation, comprehension, and application of complex material, data, and instructions. Some physical effort required; mostly sedentary work but includes walking, standing, bending, reaching, lifting, or carrying objects up to 50 lbs. Moderate dexterity required for regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

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