Legal Front Office & Operations Assistant
Position Summary
The Front Office & Operations Assistant is the firm’s primary front‑office support professional and a key contributor to daily operational stability. This role manages reception, intake, scheduling, office logistics, and administrative workflows while supporting the Firm Administrator with operational tasks.
This role ensures the office runs smoothly, clients receive professional first‑contact service, and attorneys, paralegals, and administrative staff are supported by reliable, organized operational processes.
Core Responsibilities
1. Reception & Client Intake (Front Office)
- Greet clients, visitors, and vendors with professionalism and courtesy.
- Answer and route incoming calls; manage voicemail and general firm inbox.
- Conduct initial client intake, gather basic information, and schedule consultations.
- Maintain confidentiality and a calm, professional demeanor at all times.
2. Scheduling & Calendar Coordination
- Manage firm‑wide calendars, including attorney meetings, hearings, mediations, and internal deadlines.
- Coordinate conference room usage, virtual meeting links, and technology setup.
- Assist with scheduling district‑related meetings when needed (non‑packet duties).
- Ensure accurate, timely updates to Outlook calendars and internal scheduling systems.
3. Office Operations & Administrative Support
- Process incoming mail, deliveries, and legal service documents; route appropriately.
- Prepare outgoing mail, including certified mailings and courier requests.
- Maintain office supplies, inventory, and vendor relationships.
- Assist with scanning, copying, filing, and document organization (physical and digital).
- Maintain a clean, organized, professional office environment.
- Support the Firm Administrator with routine administrative tasks and special projects.
4. Records & Document Support (Non‑Legal)
- Apply naming conventions and organizational rules to administrative documents.
- Assist with uploading non‑legal materials to the firm’s digital repository.
- Coordinate with the Legal Assistant/Records Specialist to ensure administrative records are properly stored.
- Maintain logs, checklists, and workflow trackers for operational tasks.
Required Skills & Qualifications
- Strong communication and customer service skills.
- Highly organized, detail‑oriented, and reliable.
- Ability to manage multiple priorities in a fast‑paced environment.
- Proficiency with Microsoft Office (Outlook, Word, Excel), Teams, and Adobe Acrobat.
- Comfort with structured workflows, checklists, and process‑driven tasks.
- Ability to maintain confidentiality and handle sensitive information.
- Professional demeanor and strong work ethic.
Preferred Qualifications
- 1–3 years of experience in reception, office coordination, administrative support, or similar roles.
- Experience in a law firm, municipal office, or professional services environment.
- Experience with scheduling, intake, or customer service roles.
- Bilingual (English/Spanish) is a plus.
- Experience with billing systems or HR onboarding is a plus.
Reporting Structure
Reports to: Firm Administrator Works closely with: Client Coordinator, Legal Assistant/Records Specialist, Paralegals, Attorneys Supports: Entire firm through front‑office and operational workflows
Performance Indicators
- Reliability and professionalism in front‑office duties
- Accuracy and timeliness of scheduling and intake
- Cleanliness and organization of office operations
- Reduction in administrative burden on the Firm Administrator
- Successful adoption of operational responsibilities over time
- Consistency in workflow documentation and compliance tracking
Pay: $20.00 - $25.00 per hour
Experience:
- Law office: 3 years (Preferred)
Language:
Work Location: In person
