What are the responsibilities and job description for the Legal Administrative Assistant position at Opensity Solutions?
Administrative Assistant / Reception Services
The Administrative Assistant / Reception Services professional is the first point of contact for the firm and plays a key role in delivering an exceptional client and visitor experience. This position provides comprehensive support across reception, concierge, conference, and administrative functions in a fast-paced professional office environment.
The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining a polished and professional demeanor.
Location: Onsite, 5 days per week in Livingston, NJ
Schedule: Monday–Friday, 8:00 a.m. – 5:00 p.m.
Key Responsibilities
Reception Services
- Serve as the primary point of contact, creating a professional and welcoming experience for all guests
- Greet, register, and direct visitors to appropriate offices or meeting spaces
- Answer and route incoming calls via a multi-line phone system
- Issue temporary badges and vendor access passes
- Maintain and update visitor information in the management system
- Escalate medical emergencies and security concerns to appropriate personnel
- Coordinate parking validation and car service reservations
- Maintain office directories and phone lists
- Ensure reception areas and beverage stations are clean, organized, and fully stocked
- Perform data entry and general administrative support as needed
Concierge & Administrative Support
Provide day-to-day operational support to firm professionals, including:
- Preparing binders, transcripts, and presentation materials
- Managing print, scan, and copy production and distribution
- Handling fax communications
- Processing incoming USPS and accountable mail
- Coordinating outgoing mail and shipments
- Performing light document editing and formatting
- Ordering, stocking, and maintaining office supplies
- Monitoring and maintaining supply inventory levels (par levels)
- Supporting additional administrative tasks as assigned
Conference & Office Services
- Set up and break down conference rooms based on daily schedules and requirements
- Ensure all conference room furniture, equipment, and fixtures are properly maintained and secured
- Participate in daily planning meetings to review event and room setup needs
- Arrange and remove equipment such as chairs, whiteboards, and easels
- Coordinate food and beverage delivery and setup for meetings
- Restock pantries, kitchens, and break areas
- Maintain cleanliness, organization, and readiness of conference rooms and shared spaces
Required Skills & Qualifications
- Professional, client-focused demeanor with strong customer service skills
- Prior experience in a corporate or professional office environment preferred
- Proficiency with:
- Multi-line phone systems
- Microsoft Outlook (calendar management)
- Microsoft Excel
- Data entry and internet research
- Strong organizational and multitasking abilities
- Ability to lift and move up to 40 lbs., and transport items using a wheeled cart (up to 75 lbs.)
- Ability to stand, walk, bend, kneel, or sit for extended periods
Compensation
The compensation for this role is up to $30.00 per hour, with potential eligibility for an annual bonus. Final compensation will be based on location, experience, skills, and qualifications.
Salary : $30