Front Office Coordinator (Receptionist)

The Dallas office of Vartabedian Hester & Haynes is searching for an experienced Legal Administrative Assistant to support our Litigation and White Collar & Investigations Practice groups. Candidates should be self-starters, highly organized and team players. The candidate will support our lawyers with various duties and responsibilities as listed below. All activities entail a high level of attorney contact and visibility. Overtime is sometimes needed to meet client deadlines.

JOB DESCRIPTION

• Create, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations. Draft routine correspondence, forms, etc. under the supervision of an appropriate lawyer/professional.
• Assist with managing professionals’ appointments, meetings (external and internal), client deadlines, etc.
• Schedule domestic and foreign travel, including flights, hotels and/or car rentals.
• Track, organize, and process reimbursements, business intake, invoices, and check requests.
• Run conflict checks, open new client matters, and draft engagement letters and other required documents; provide guidance to lawyers so completed forms are submitted properly.
• Perform routine filing, photocopying, scanning, compiling, and distributing of documents.
• Identify and coordinate available services provided by administrative departments such as office services, the IT Help Desk, and billing.
• Operate independently to ensure assignments, which may be complex in nature or require high-level production, are completed in an accurate and timely manner.
• Enter attorney time and perform the monthly billing process for assigned matters under the direction of the Finance department
• Organize and index correspondence, memoranda, attorney notes, pleadings and other legal documents.
• Answer telephones and sort mail
• Interact with clients and maintain files

SKILLS NEEDED TO BE SUCCESSFUL

• Exceptional administrative and word processing skills.
• Ability to organize and prioritize numerous tasks and complete them under time constraints. Have great attention to detail, and the ability to concentrate and organize work.
• Must be able to work well independently while handling complex situations, analytical, and proactive.
• Experience with document management systems.
• Ability to work with a wide spectrum of individuals. Possess good communication and interpersonal skills, along with an enthusiastic team player attitude and a strong work ethic.
• Ability to proofread typed material for contextual, typographical or semantical errors.
• Commitment to providing superior customer service
• Ability to work well under pressure.

EDUCATION AND EXPERIENCE

• Completion of a bachelor's degree preferred
• 4 – 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred

PHYSICAL EFFORT

• Repetitive motions - substantial movements of the wrists, hands and/or fingers.
• Crouching, kneeling, standing, climbing, stooping, walking, pushing, pulling, and lifting.
• Talking - expressing or exchanging ideas by means of spoken word. Ability to convey detailed or important spoken instructions to other workers accurately.
• Hearing - ability to receive detailed information through oral communication.
• Sitting for extended periods of time.

To apply, please email your resume and cover letter to careers@vhh.law.

The statements contained in this position description are not necessarily all-inclusive, additional duties and responsibilities may be assigned, and requirements may vary from time to time.

Professional business references and a background check will be required for all final applicants selected for a position.