Description

The Receptionist/Office Assistant is the first point of substantial contact between a prospective client and the firm. The role involves the intersection of firm knowledge and a pleasant customer service attitude to assist clients and potential clients in getting directed to where they need to be.

Additionally, the Receptionist/Office Assistant maintains the firm’s customer relationship management software and maintains the overall look and structure of the physical office.

Skills

Pleasant, warm personality, energetic, highly professional attitude, appearance and attire, and team-oriented. Excellent verbal communication. Loves to work with people. Ability to use Microsoft Word and to learn other software quickly. A strong background in customer service and/or sales and scheduling is preferred.

Duties:

• Gathers information from clients, using office checklists, to prepare legal documents
• Coordinates with clients and others regarding information needed to complete documents
• Assists paralegal with filing and recording documents with Clerks of Court; follows up to check status of things filed
• Files documents into legal files and keeps files indexed and organized
• Returns and pulls legal files to and from filing cabinets
• Opens and closes matters according to procedures, ensures files are organized before closing
• Copies documents and prepares estate planning portfolios for delivery to clients
• Prepares and sends letters and envelopes as requested by Senior Legal Assistants and Attorneys
• Confirms appointments for following day’s appointments for open files
• Maintains office machine supply levels
• Makes sure that TV is on and set to loop in the lobby
• Answers incoming calls, enters into appropriate software and routes to appropriate person or places calls on calendar for return by others; checks messages on a regular basis if away from desk
• Keeps the reception area, lobby, conference room, kitchen, and supply closet neat and organized at all times; waters plants on an as-needed basis
• Makes copies, send faxes, organizes files and gathers other information as needed
• Checks shredding bins and puts in main shredding container
• Runs errands to post office and checks street mail daily, runs errands to bank and courthouse as needed; opens and distributes mail & creates daily mail log for legal files
• Acts as a witness on document signings on an as needed basis
• Greets guests and announces their arrival to person who will be meeting them and offers them coffee and other drinks; seats them in conference room
• Keeps the reception area, lobby, conference room, kitchen, and supply closet neat and organized at all times; waters plants on an as-needed basis
• Makes copies, send faxes, organizes files and gathers other information as needed
• Sorts mail, creates mail log, pulls files and delivers mail to appropriate person
• Coordinates with remote personnel to complete tasks such as printing and mailing
• Assists in setup of weekly workshop setup and presentations
• Participates in law firm meetings and offers input into law firm operations and procedures
• Other duties as assigned by Supervisor

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

License/Certification:

• Driver's License (Required)

Work Location: In person