Legal Site Supervisor

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 supervising and directing 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 assistance, conference room setup and scheduling, receptionist backup, facilities support, and inventory control.

Works to maintain and manage an acceptable profit level within the site while identifying opportunities to enhance customer workflow through additional service offerings.

Job Duties and Responsibilities LEGAL ENVIRONMENT JOB RESPONSIBILITIES

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

• Chargeback to firm and/or clients for work, supplies, hours, and services.
• 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 such as 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 Ricoh Service Excellence methodology.
• Functions as a working supervisor, assisting in daily tasks and operations in accordance with customer contractual requirements.
• Maintains formal daily contact with customers.
• Handles highly confidential and time-sensitive documents.
• Produces high-quality work due to the sensitive nature of legal documents and projects.
• Demonstrates an understanding of law firm structure and hierarchy while interacting with and 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 processes and machine operations as needed.
• Ensures payroll accuracy by reviewing and correcting employee time clock punches.
• Achieves shift profitability by effectively managing labor, materials, and supplies.
• Operates daily site activities while maintaining quality standards and meeting audit and deadline requirements.
• Meets quality and deadline 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 objectives through development plans, 90-day plans, and regular 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 reports.
• Assists the Account Manager with reviewing monthly financial reporting.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• Two (2) or more years of experience in a related field required.
• Minimum of two (2) years of experience in the legal industry strongly preferred.
• Experience with various legal practice areas, including criminal, civil, corporate, real estate, bankruptcy, intellectual property, and related fields 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 establish goals, lead employees, and provide training and development.
• Strong technical aptitude and ability to operate complex equipment and machinery.
• Ability to remain current on 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, communicate, and present a wide range 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 and tools, including calculators, keyboards, hand tools, and activities requiring hand-eye coordination.